Operations Coordinator

Job Title: 🛠️ Operations Coordinator – Maintenance Dispatch, Purchasing & AdminWhy 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 environmentsStrong 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 themWho You Are Not:Someone who freezes under multiple urgent demandsPassive or “wait to be told” — this role requires initiativeDisorganized or easily distractedMust-Have Qualifications:Strong English speaking and phone skills (headset required) 🎧Experience managing high-volume, fast-moving task queuesAbility to juggle calls, Slack messages, and real-time dispatch without losing focusHighly detail-oriented and proactive mindsetNice-to-Have Qualifications:Portuguese fluency Experience in short-term rentals, inventory control, or project managementFamiliarity with expense management tools like Ramp, Quickbooks, Bill.comClarity of Role:Key 3 Responsibilities This Person Will Be Driving / Responsible For:Live maintenance dispatch and vendor coordination during assigned shiftsTask triage, cleanup, and optimization in Notion and AirtablePurchasing and inventory coordination for field techniciansDefine What Success Means in This Role:Every maintenance request is addressed promptly and accurately during the shiftTechnicians and vendors receive clear, timely instructions and have required materials readyAll admin and purchasing records are up-to-date for smooth weekday handoffsTimeframe for Success:Within 3 months: Fully autonomous in dispatching, purchasing, and vendor coordination, meeting all service response goalsWithin 6 months: Implement process improvements that reduce missed tasks and purchasing delays to near zeroWithin 18 months: Recognized as a key operations leader for operational performance, materials management, and training supportClarity as a Whole/Team:This Role Owns:All live weekend maintenance dispatch (Friday–Monday)Vendor calls, technician assignments, urgent resolutionTask triage and updates in NotionPurchasing and materials management for field techniciansThis Role Does Not Own:Weekday dispatch outside assigned shiftsDirect supervision of technicians outside coordination dutiesGuest communication unrelated to maintenanceCompensation: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