Operations Coordinator

About the Role

Host Agents is seeking a proactive and detail-oriented Operations Coordinator to support the smooth day-to-day operations of our short-term rental property portfolio, with a strong focus on maintenance coordination and property upkeep. This role is ideal for someone with experience coordinating repairs, managing contractors and suppliers, following up on outstanding maintenance issues, and ensuring properties are maintained to a high standard.

Key Responsibilities

• Coordinate and manage reported property issues, including maintenance, repairs, damages and breakages, by liaising with property hosts, managers, contractors and suppliers.
• Coordinate maintenance call-outs, obtain quotes, schedule repairs and follow up on outstanding work to ensure issues are resolved timeously.
• Monitor and respond to guest-reported maintenance issues and reservation escalations during stays, ensuring timely resolutions in collaboration with property managers.
• Maintain accurate records of reported issues, maintenance work, quotes and job progress, ensuring outstanding items are followed up and updated.
• Manage linen requirements for last-minute bookings, track linen stock levels, and ensure timely replenishment.
• Oversee breakage deposit reviews, verifying damages and facilitating refunds or deductions where applicable.
• Conduct weekly reconciliation of maintenance call-outs, purchases and tasks completed by property managers.
• Upload and process contractor and supplier invoices according to payment schedules.
• Reconcile maintenance company card transactions, ensuring all receipts and job cards are accurately recorded.
• Handle procurement of office supplies, property essentials, welcome packs and replacement items as needed.
• Assist with the management of body corporate documentation and operational records.

Requirements

• Strong administrative, organisational and coordination skills, with the ability to manage maintenance tasks from reporting through to resolution.
• Practical experience coordinating maintenance, repairs, contractors or property-related services.
• Excellent written and verbal communication skills.
• Ability to manage multiple tasks simultaneously, prioritise urgent issues and meet deadlines.
• High attention to detail and accuracy in reconciliations, quotes and reporting.
• Comfortable working with spreadsheets, shared systems and operational tools.
• Ability to work effectively under pressure in a dynamic environment.
• Reliable, proactive and solution-focused, with strong follow-through and problem-solving skills.

Qualifications

• Previous experience in property management, maintenance coordination, facilities management, operations coordination or a similar role is preferred.
• Experience working with contractors, suppliers, maintenance call-outs and property repairs is highly beneficial.
• Experience in short-term rental environments or with body corporate processes will be an advantage.

How to Apply

If you're ready to take ownership of operational tasks, coordinate maintenance efficiently and help us maintain high property standards, apply by sending your CV to [email protected] with “Operations Coordinator” in the subject line.

Job Types: Full-time, Permanent

Work Location: In person