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