Operations Coordinator

Job Overview:

The Operations Coordinator will play a crucial role in ensuring the smooth and efficient operation of property management, task tracking and various logistical activities within the company. This offshore role involves performing audits, managing invoicing, tracking maintenance tasks, organising inspections and supporting key pickup operations to ensure overall operational efficiency without the need for on-site visits.

Key Responsibilities:

1.Property Auditing & Account Management

a).Conduct weekly audits of properties in Breezeway, cross-referencing against account managers to ensure all property data is accurate and up-to-date.

b).Identify discrepancies and report findings to the relevant team members for resolution.

2.Invoicing & Property Accuracy

a).Manage the invoicing process for Keynest properties, ensuring that all properties are current.

b).Monitor property records to prevent incorrect charges, particularly

ensuring that owner-returned properties are not being charged.

3.Pickup Location Audits

a).Perform weekly audits of key pickup locations that are more than 500 meters away from primary facilities.

b).Update and maintain records to ensure accuracy of pickup location details.

4.Outsourcing Key Pickup Locations

a).Support the outsourcing process of nearby stores for key pickup, ensuring that all logistics are managed efficiently.

b).Assist in the coordination and tracking of key pickup operations as required.

5.Task Management & Tracking

a).Update and track task management across the portfolio, ensuring that all tasks related to maintenance, cleaning and inspections are assigned and completed on time.

b).Monitor and manage overdue tasks, ensuring prompt follow-up to maintain operational standards.

6.Check-In Review Management & Work Organization

a).Regularly review all check-in reviews and feedback from guests.

b).Organize and prioritize necessary work around the reviews to improve customer experience and operational effectiveness.

7.Supplier Payments & Bin Management

a).Oversee payments for convenience store suppliers, ensuring timely and accurate payment processing.

b).Manage bin operations and ensure proper waste management processes are followed.

8.Organizing & Managing Routine Inspections

a).Organize and manage routine inspections for the direct portfolio, ensuring all properties are inspected regularly.

b).Coordinate with relevant teams and stakeholders to schedule and complete inspections remotely, addressing any issues identified during the inspections.

Key Skills & Qualifications:

• Strong organizational and multitasking skills with the ability to manage multiple priorities.
• Attention to detail and problem-solving capabilities.
• Experience in property management, operations, or a related field is desirable.
• Excellent communication skills and the ability to collaborate effectively with cross-functional teams.
• Proficiency in Microsoft Office Suite (Excel, Word, Outlook) or similar software tools.
• Ability to work independently and meet deadlines.

Education & Experience:

• Bachelor's degree in Business Administration, Operations Management, or a related field (preferred).
• 2+ years of experience in an administrative or operations support role, ideally in property management or a similar industry.