Administrative Assistant / Transportation Coordinator

Kiawah Island Golf Resort consistently ranks as one of the country’s top resorts. It is home to The Sanctuary, one of the only Forbes Five Star and AAA Five Diamond hotels in South Carolina, as well as nearly 500 private villas and luxury homes, and five championship golf courses, including The Ocean Course. We strive to enhance southern hospitality by taking care of our employees and guests. 

Benefits:

• Hourly Position
• Dependable schedule 
• Medical, Dental, Vision, 401(k) options
• Employee Meal Program
• Discounts on Golf, Tennis, Accommodations, Dining & More
• Work in Paradise!

The Group Transportation Coordinator is responsible for assisting in coordinating pickups and arrivals of guests. This position requires one to be detail orientated and engage with guests with a friendly and welcoming demeanor. 

We are looking for someone to fill our PM Transportation Coordinator needs - hours may vary but the shift will be between 2:00pm-10:30pm.

Expectations & Responsibilities:

• Dispatching vehicles and drivers:
  • Confirming they have correct airport signage and requested vehicle type. Provide flight arrival time updates, as required (if flight is on time, early, or delayed).
  • Take incoming confirmation calls from drivers after they have greeted all guests, prior to engaging their vehicle to begin their transfer.
  • Correspond with meeting planners on any changes, cancellations, major flight delays, luggage issues, etc. via email, text and phone.
  • If applicable, correspond with greeters on flight updates, changes, cancellations, major flight delays, luggage issues, etc.
  • Assist our Group Transportation Specialist with data input of groups' transportation arrival and departure information in accordance with established guidelines.
• Greeting Kiawah Island and The Sanctuary Hotel group guests upon their arrival at the Charleston International Airport and local private airports:
  • Welcome and greet group guests, confirm drivers and vehicles are present prior to guest arrivals, and assist with luggage handling and escorting guests to their vehicles in the charter lane outside baggage claim.
  • Responsible for the inputting of airport manifest(s) and individual guest reservations into the Transportation Computer System.
  • Utilize the Transportation Computer System for routing transfers, assigning transfers, dispatching transfers, monitoring arriving flights, producing invoicing, and producing departure notices.
  • Maintain phone and email correspondence with meeting planners including changes, additions, and cancellations - 24 hours / day, 7 days / week. This coverage and duty is shared with the Transportation Manager.
  • Verbally confirm all transfers, vehicles, driver names, and greeters the afternoon prior to scheduled trips with assigned transportation companies. This duty is shared with the Transportation Manager.
  • Coordinate Departure transportation for The Sanctuary and Kiawah Villa Registration on heavy departure days and times. This duty is shared with the Transportation Manager.
  • Coordinate large transfers into Downtown Charleston, and other locations, pertaining to mostly large Van, Mini Coach, and Motor Coach transfers. This duty is shared with the Transportation Manager.
    • Most of the larger transfers into Charleston typically happen toward the evening hours, as many groups like to go into town for dinner at least once during their visit.
• Business Center Coordination:
  • Duties may include: typing, faxing, photocopying, business presentations, shipping and packaging, various meeting needs, computer generated reports, and general secretarial services as requested, while utilizing the most advanced technology and providing unmatched customer service.
• Be detail oriented, with a strong sense of time management and possess the ability to plan and prioritize according to the changing needs of the hotel business.
• Be able to operate standard office and print production equipment.
• Be quick thinking, possess the ability to give clear and concise directions (walking, driving and verbal), and be able to refer / recommend a wide variety of resort activities and services, as well as information on the local Charleston area.
• Will handle multiple tasks at once, with a focus on delivering a quality product every time.
• Uphold the core values and policies and procedures of the resort.
• All other duties, as assigned.

Qualifications:

• Minimum Experience –
  • Previous Office Administration experience of two to three years preferred.
  • Previous guest service in a luxury hotel or resort setting is preferred, but not required.
• Must be flexible with scheduling and availability, including on Holidays and weekends.
• Must be able to handle confidential information.
• Must work both independently and in a team environment.
• Excellent communication skills in English, both verbal and written, required.
• Must possess the ability to remain calm in a stressful and / or hurried environment.
• Must be able to pass a background check.
• Must have a valid Driver’s License and clean driving record.
• Must be proficient with Windows-based computer programs including: PowerPoint, MS Word, MS Excel and MS Outlook.
• Must have a minimum typing speed between 45-50 words per minute.

Essential Physical Requirements:

• Must be able to lift and carry minimum weight of 50 lbs. across short-medium distances.
• Must physically be able to assist with transporting luggage over the course of an eight (8) hour shift.
• Must be able to sit / stand for the majority of shift while reaching, bending and stooping.
• Must be able to work on site due to daily needs of the job requirements.
• Must be able to work in a fast paced, intense work environment, sometimes under extreme heat and stress, and must be able to remain calm.

Join our team and work in paradise!

The above statements are intended to describe the general nature and level of work being performed by people assigned to this job. They are not intended to be an exhaustive list of all responsibilities, skills, or efforts associated with this position. This document does not create an employment contract, implied or otherwise, other than an "at will" employment relationship. Kiawah Island Golf Resort is an equal opportunity at will employer and does not discriminate against any employee or applicant for employment because of age, race, religion, color, disability, sex, sexual orientation, national origin, or due to pregnancy. We truly appreciate your interest in Kiawah Island Golf Resort. If you have any questions regarding employment at Kiawah Island Golf Resort, please reach out to Jobs@KiawahResort.com.