Operations Coordinator

Job description

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Job Title: ️ Operations Coordinator – Maintenance Dispatch, Purchasing & Admin

Why Work for Us?

At Blue Gems, we’re obsessed with building smart, efficient systems that keep vacation rentals running seamlessly.

We manage over 150 short-term rental homes in Florida — handling everything from guest experience to maintenance and cleaning — so our property owners and guests can enjoy peace of mind.

We’re a lean, global team of 25+ (primarily in LATAM) who value ownership, honesty, and making things better every day.

We offer stable, long-term roles with bimonthly pay tand plenty of opportunities to grow with us.

If you thrive in a fast-paced environment, love solving urgent problems, and want to be part of a high-performing team — keep reading.

Who We Are and What We Are Looking For…

We’re looking for an Operations Coordinator who can keep calm under pressure , coordinate moving parts in real time, manage purchasing for our field technicians, and ensure no maintenance task is dropped.

This isn’t a quiet desk job — it’s active, high-volume coordination and problem-solving that keeps our weekends running smoothly.

Your Four Primary Responsibilities/Objectives Will Be:

• Real-Time Maintenance Dispatch – Coordinate technicians and vendors for urgent and scheduled repairs, ensuring rapid response and smooth communication.
  
  
• Task Management & Quality Control – Triage, clean up, and optimize incoming maintenance requests in Notion for accuracy and priority.
  
  
• Purchasing & Materials Coordination – Source, order, and track parts and materials, ensuring field technicians have what they need on time.
  
  
• ️ Weekday Operational Leadership – Own the Friday–Monday shift, maintaining calm and control during high-pressure turnover periods.
  
  

What Will Our Operations Coordinator Look Like?

Who You Are:

• Calm, decisive problem solver who thrives in high-pressure environments
• Strong communicator with clear spoken and written English
• Extremely detail-oriented and highly organized
• Tech-savvy with Notion, Airtable, Slack, Google Drive, and AI tools
• Proactive — you spot problems and act immediately to resolve them

Who You Are Not:

• Someone who freezes under multiple urgent demands
• Passive or “wait to be told” — this role requires initiative
• Disorganized or easily distracted

Must-Have Qualifications:

• Strong English speaking and phone skills (headset required)
• Experience managing high-volume, fast-moving task queues
• Ability to juggle calls, Slack messages, and real-time dispatch without losing focus
• Highly detail-oriented and proactive mindset

Nice-to-Have Qualifications:

• Experience in short-term rentals, property management, or dispatch coordination
• Familiarity with STR tools like Guesty or SuiteOp

Compensation:

Paid biweekly through Rippling

Stable, long-term role with global team

Clarity of Role:

Name the Role: Operations Coordinator – Maintenance Dispatch, Purchasing & Admin

Key 3 Responsibilities This Person Will Be Driving / Responsible For:

• Live maintenance dispatch and vendor coordination during assigned shifts
• Task triage, cleanup, and optimization in Notion and Airtable
• Purchasing and inventory coordination for field technicians

Define What Success Means in This Role:

• Every maintenance request is addressed promptly and accurately during the shift
• Technicians and vendors receive clear, timely instructions and have required materials ready
• All admin and purchasing records are up-to-date for smooth weekday handoffs

Timeframe for Success:

• Within 3 months: Fully autonomous in dispatching, purchasing, and vendor coordination, meeting all service response goals
• Within 6 months: Implement process improvements that reduce missed tasks and purchasing delays to near zero
• Within 18 months: Recognized as a key operations leader for operational performance, materials management, and training support

Clarity as a Whole/Team:

This Role Owns:

• All live weekend maintenance dispatch (Friday–Monday)
• Task triage and updates in Notion
• Purchasing and materials management for field technicians

This Role Does Not Own:

• Weekday dispatch outside assigned shifts
• Direct supervision of technicians outside coordination duties
• Guest communication unrelated to maintenance

Seniority level

• Seniority level

  Entry level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Management and Manufacturing

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Required Skill Profession

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