Operations Coordinator

ABOUT US

At Totalstay, we’re not just managing properties; we’re setting trends in the hospitality industry! Celebrating a decade of excellence, we’ve redefined the guest experience and positioned ourselves at the forefront of the aparthotel sector. As our CEO passionately states, “We’re not here to follow trends; we’re here to set them.”

The Operations Coordinator will play a critical role in ensuring the seamless operations of our Aparthotels, contributing to our commitment to guest satisfaction and service excellence. This position engages essential operational areas, including supplier management, budget control, maintenance coordination, and quality assurance at the Aparthotel level. This role requires a proactive, organised individual with strong communication skills, a focus on detail, and the ability to handle multiple tasks efficiently.

WHAT YOU'LL DO

Supplier and Budget Management:

• Develop and manage relationships with existing and new suppliers, ensuring high-quality and cost-effective service delivery.
• Support budget control efforts by monitoring operational expenses and maintaining cost-effective solutions.
• Track and report expenses related to property maintenance, inventory, and services to support financial oversight.
• Assist in processing invoices, liaising with suppliers, and coordinating payments with the finance department.

Health & Safety and Compliance:

• Organise and coordinate health and safety training, including fire safety drills and compliance rollouts for team members.
• Manage DOL (Department of Labour) administration and ensure regulatory compliance across all properties.
• Assist with the rollout and maintenance of health and safety protocols, ensuring adherence to industry standards.

Property and Maintenance Coordination:

• Oversee maintenance coordination, including tracking work orders, liaising with maintenance vendors, and ensuring timely completion of repairs.
• Conduct regular rolling property inspections to maintain high-quality standards and ensure guest-ready conditions.
• Coordinate and track insurance claims related to property incidents, working closely with insurance providers.
• Monitor upholstery and furniture condition, coordinating repairs or replacements as needed.
• Communicate and follow up regularly with property managers regarding any outstanding works or maintenance needed at the property.

Administrative Support

• Coordinate Asana task tracking for the operations team, ensuring tasks are completed on schedule and progress is effectively communicated.
• Record and distribute scheduled meeting minutes, followed by assigning tasks to relevant team members for specific action items.
• Track and manage electricity consumption, implementing control measures to reduce operational costs.
• Handle key card management across properties, ensuring security protocols are maintained.
• Provide HR administrative assistance for the Operations Department, including support with onboarding and employee record maintenance.
• Support account management tasks, assisting with client and vendor communications and follow-up on service agreements.

Quality Control and Guest Satisfaction

• Perform quality control checks at the property level to ensure that all areas meet company standards and provide an exceptional guest experience.
• Monitor guest feedback, collaborate with guest relations to address issues, and proactively resolve any service-related concerns.
• Ensure routine maintenance is completed according to the maintenance calendar to maintain the property's quality at the expected standard.

WHAT WE'RE LOOKING FOR

We’re searching for someone proactive, ambitious, results-oriented and passionate about operations and project management.

To succeed in this role, you’ll need:

• A Bachelor’s degree / certificate in Hospitality Management, Business Administration, or a related field.
• At least 2 years experience in project management, operations or facilities management.
• Proven experience managing projects and delegating work.
• Strong interpersonal written and verbal skills.
• Knowledge of building systems (HVAC, electrical, plumbing), maintenance procedures, and safety regulations is a plus.
• Financial acumen with the ability to understand and read budgets, obtain quotes and analyse invoices.
• Organisational skills to manage multiple projects simultaneously while meeting deadlines.

WHY JOIN US?

When you join Totalstay, you’re stepping into a world where your ideas matter! We offer:

• A competitive salary package tailored to your experience and expertise.
• A dynamic workplace where your contributions drive real change.
• Opportunities to unlock your potential for career advancement.
• Vibrant and inclusive company culture, prioritising the well-being of every team member.
• Enjoy perks like “Friends & Family” nightly rates at all Totalstay properties, wellness initiatives and our very own reward and recognition programme.
• Thrive in an environment that values innovation, collaboration, and personal growth.
• Join a supportive team committed to your success, professionally and personally.
• Be part of a company that celebrates diversity and empowers its employees to reach new heights.