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