Summary
The Marketing Coordinator supports the operational and administrative functions of the Marketing Department, ensuring efficient execution of daily workflows, partner and media engagements, supporting photoshoots and on‑property production activities. This role provides essential support to the department, coordinates guest and partner visits, and maintains strong cross-functional alignment across The Boca Raton. The ideal candidate is highly organized, detail-oriented, service-driven, and thrives in a fast-paced luxury hospitality environment.
Essential Functions
Job duties include, although are not limited to:
Department and Administrative Support
- Provide administrative support to the Marketing department, including calendar coordination, daily logistics, ordering office supplies, and operational tasks.
- Maintain a stocked and organized office environment and ensure adherence to departmental and Resort SOPs.
- Manage department communications – phone, email (#Marketing) – ensuring timely follow through
- Represent the Marketing department on the Safety Committee
Guest, Media, and Partner Coordination
- Book reservations, transportation, and amenities for media, influencer, and partner visits.
- Deliver seamless VIP experiences aligned with The Boca Raton standards
- Photo and video shoot pre-production, production, and post-production support
- Provide logistical, administrative, and onsite support for internal and third‑party photo/video shoots to ensure smooth execution and protect the guest experience.
- Coordinate shoot dates, times, and locations with external parties (photographer/videographer/stylist/talent/etc.) and internal parties (department managers/BBD/security/etc.): checking availability, ensuring contracts are received, reviewed, and signed, and booking guest rooms and green rooms as needed.
- Liaise with internal teams – including Social Catering – to avoid conflicts with groups, events, or programming.
- Manage shared Excel sheet to track shoot dates, times, locations, notes, staffing needs, prop requirements, and operational readiness. Ensure locations are booked and calendar invites sent to all necessary parties.
- Assist in preparing final shot lists as needed.
- Serve as the onsite liaison for crews, overseeing security clearance, check‑in, access, equipment load‑in, prop delivery, meals, and adherence to approved parameters and timelines.
- Track contracts, managing invoicing, and overseeing location fee documentation.
- Post-production communications to oversee timely delivery of photo/video selects, edited files, final delivery of contracted assets, and uploading/tagging of final files to Brandfolder with direction from Marketing Operations Manager.
Project & Content Operations
- Support digital display content maintenance across resort with guidance from Marketing Operations Manager.
- Support Member Comms and Digital Marketing teams with online edits including dining specials and blog posts.
- Assist with collateral projects and resort-wide material collection.
- Support internal events and site visits to ensure readiness and alignment with marketing needs.
Financial & Systems Processing
- Submit invoices and purchase orders in BirchStreet and collaborate with Accounting for timely payment.
- Support expense reports and business travel arrangements, including Concur submissions.
- Manage 14-account reporting for the Marketing team.
Cross-Functional Collaboration & Team Support
- Coordinate onboarding logistics for new hires, including IT setup and departmental integration.
- Build strong internal relationships to support resort-wide initiatives.
- Take ownership of responsibilities, adapt to evolving needs, and contribute to a productive team environment.
- Maintain proficiency in Microsoft Office and marketing systems.
Internal Relationships
Reports to Executive Director of Enterprise Marketing. Works closely with executive directors and managers and other administrative support staff, as well as various members of the resort leadership and operations team.
External Relationships
Maintains appropriate relationships with outside vendors and hotels.
Qualifications
- Proficient in Microsoft Office Suite, including Word, Excel, PowerPoint, and Outlook
- Strong attention to detail with excellent organizational and prioritization skills
- Able to manage multiple tasks simultaneously, prioritizing effectively in a fast-paced, deadline-driven environment
- Demonstrates flexibility, adapting to shifting priorities and business needs
- Communicates clearly and professionally, with the ability to work effectively with stakeholders at various levels
- Able to collaborate effectively across teams to support problem-solving and achieve shared objectives
- Experience with project management software such as Monday.com or Workfront preferred
- Experience with asset management software like Brandfolder or Adobe Experience Manager preferred
Education/Experience Requirements
- Four-year college degree in marketing, business, management or equivalent combination of education and work experience
Physical Requirements
Position is based on property in Boca Raton, Florida.
In the United States we are proud to be an EEO/AA employer M/F/D/V. We maintain a drug-free workplace and perform pre-employment substance abuse testing.
