Operations Coordinator

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 Monday-Friday 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: Portuguese fluency Experience in short-term rentals, inventory control, or project management Familiarity with expense management tools like Ramp, Quickbooks, Bill.Com Clarity of Role: 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) Vendor calls, technician assignments, urgent resolution 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 Compensation: Full-time (48 hrs/week) | Monday-Friday — Eastern USA time 1 Weekend Shift Per Month $800–$1,200 USD/month Paid Time Off (PTO) Stable, long-term role with global team