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The Island Activities Coordinator is responsible for delivering exceptional guest service while managing, coordinating, and confirming all private activity reservations. This role ensures smooth communication between guests, desk agents, vendors, guides, and internal departments, and maintains accuracy in scheduling, billing, and operational details for every private experience. The coordinator creates an atmosphere of aloha and Hawaiian hospitality while anticipating guest needs and ensuring a seamless, high-touch experience.
Job Responsibility:
Provide warm, sincere, and professional guest service with aloha spirit at all times
Manage all private booking inquiries from start to finish
Confirm all details for private bookings including timing, meeting location, inclusions, restrictions, and special notes
Maintain confidentiality and professionalism with VIP requests and guest information
Promote, sell, and coordinate resort activities with a focus on private bookings
Upsell experiences when appropriate
Support department revenue goals through strong follow-up and conversion
Clearly communicate pricing, policies, and cancellation terms
Manage daily use of the Book4Time reservation system to support activity bookings
Load, build, and maintain tours/activities in Book4Time
Create, update, and publish weekly and seasonal activity schedules
Monitor real-time availability
Run and distribute daily, weekly, and monthly activities reports
Ensure reservation records are accurate and complete
Identify booking/reporting discrepancies
Coordinate daily logistics with key partners
Support daily readiness by reviewing schedules, ocean/weather conditions, and operational updates
Maintain calm, solution-focused communication
Handle guest check-ins and booking confirmations
Process billing and payments accurately
Maintain required documentation such as waivers, manifests, and guest notes
Ensure all transactions meet department cash handling and accounting standards
Support events, VIP arrivals, and group itineraries as assigned
Assist with onboarding/training of new coordinators
Perform other duties as assigned
Requirements:
Successful candidate must possess legal work authorization in United States
Ability to stand for extended periods, lift up to 50 lbs, and push/pull as needed during shifts
Weekend and Holiday availability required
Strong guest service mindset with attention to detail
Excellent organization, communication, and follow-through
Proven ability to manage multiple priorities while maintaining accuracy
Comfortable working with luxury guests and VIP expectations
Sales confidence and ability to recommend experiences in a natural, guest-focused way
Preferred: experience in hospitality, concierge, reservations, or activity operation
Ability to be remote or on site
What we offer:
Competitive wages
Inclusive and diverse employee engagement & recognition events all year-round
Complimentary Employee Meals & Dry Cleaning for Employee Uniforms