Senior Project & Portfolio Coordinator

About Hospitality Purveyors International

Hospitality Purveyors International (HPI) is the exclusive design and procurement Business Unit for all Sandals and Beaches Resorts International properties, which are wholly-owned and managed resorts.

About the Position:

Reporting to the Sr. Vice President of Product Development, the Senior Project & Portfolio Coordinator is the central coordination resource that keeps the Product Development team organized, on schedule, and reporting with one voice. The team's portfolio spans resort development and repositioning, pre-construction design oversight, guest experience and entertainment programming, and competitive intelligence across multiple Caribbean properties. The Senior Coordinator runs the portfolio reporting cycle, maintains visibility across all active work, and produces the status reporting that leadership relies on.

This is a deliberately flexible role for an experienced professional who can work with minimal direction. The Senior Coordinator will be deployed across projects as priorities, timelines, and workload shift, providing hands-on support to the project leads who own each initiative. Because the role works with confidential strategic, financial, and development information, discretion and sound judgment are essential.

Key Responsibilities:

Portfolio Tracking & Reporting

• Maintain the master portfolio tracker covering active projects, key milestones, approval gates, deliverables, owners, and open actions.
• Run the portfolio reporting cycle end to end: gather updates from project leads, validate them for accuracy and consistency, and prepare status reports, dashboards, and executive summaries for the Vice President of Product Development and senior leadership.
• Serve as the team's primary point of contact for portfolio status, schedules, and deliverable inquiries.
• Monitor schedules and due dates across the portfolio and flag slippage, dependencies, and emerging risks to project leads early.
• Maintain the team's risk, issue, and decision logs, recording decisions made by project owners and leadership.

Project Support

• Provide flexible, hands-on support to project leads on assigned initiatives, scaling involvement up or down based on project stage, timeline, and need.
• Track deliverables from internal teams, design consultants, and vendors against agreed schedules, and follow up on outstanding items.
• Independently coordinate defined workstreams within larger initiatives, under the direction of the responsible project lead.
• Assemble and quality-check stage-gate and approval submissions, ensuring materials are complete, current, and submitted on time.
• Coordinate workshops, design reviews, site visits, and executive presentations, including logistics, pre-reads, and follow-up actions.
• Compile data and perform analysis (schedule, budget tracking, benchmarking, and competitive inputs) to support the recommendations of project leads.

Meeting & Governance Administration

• Schedule and administer team and project meetings, including agendas, attendees, pre-read distribution, minutes, and tracking of action items through closure.
• Support the team's governance cadence, ensuring meetings, reviews, and reporting cycles run on schedule.
• Draft correspondence and meeting summaries for review by the Vice President and project leads.

Document & Information Management

• Organize and maintain project documentation, shared drives, and version control so that current information is always easy to find.
• Handle confidential and commercially sensitive information, including development plans, budgets, contracts, and strategic materials, with complete discretion and in line with company policy.

Administrative & Team Operations

• Provide administrative support to the team, including calendar coordination, travel arrangements, expense reports, and tracking of purchase requisitions and invoices.
• Lead the development and continuous improvement of team templates, trackers, reporting standards, and ways of working.
• Onboard new team members to the team's tools and processes, and guide junior or temporary support staff as needed.
• Perform other duties as assigned.

Scope of Role:

This position provides coordination and support. It does not own projects, approve scope or budgets, or make decisions on behalf of the business; those responsibilities remain with project owners and leadership. The Senior Coordinator escalates issues, risks, and conflicts to the appropriate owner and records the outcomes.

This job description in no way states or implies that these are the only duties to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their supervisor or management.

Education and Experience:

• Bachelor's degree in Business Administration, Project Management, Hospitality Management, or a related discipline.
• 5 to 8 years of progressive experience in project coordination, PMO support, or business operations, including at least 3 years supporting a portfolio of concurrent projects.
• Experience in hospitality, real estate development, design and construction, or a consulting environment is strongly preferred.
• Proven track record supporting senior executives and handling confidential information.
• PMP or CAPM certification preferred.
• Equivalent combinations of education and experience will be considered.

Skills and Competencies:

• Exceptional organization and follow-through; manages many moving parts across multiple projects without losing track of details.
• Clear, concise written and verbal communication, including the ability to turn complex project information into executive-ready summaries.
• Discretion and integrity in handling confidential information.
• Adaptability and comfort shifting between projects and priorities as business needs change.
• Proactive approach: anticipates needs, follows up without prompting, and escalates issues early.
• Sound judgment in prioritizing competing requests and knowing when and to whom to escalate.
• Collaborative, service-oriented style and the ability to work effectively in a multicultural environment with colleagues at all levels, across locations and time zones.
• Strong analytical and numerical skills to compile, check, and summarize schedule, budget, and benchmarking data.

Technical Skills:

• Advanced proficiency in Microsoft Excel, PowerPoint, Word, Outlook, Teams, and SharePoint.
• Demonstrated experience with project or portfolio management tools such as Microsoft Project, Smartsheet, Asana, or similar.
• Familiarity with architectural drawings or design packages is a plus.

Hospitality Purveyors International (HPI) is the exclusive design and procurement arm for all Sandals and Beaches Resorts International properties which are wholly-owned and managed resorts.