Operations Coordinator – Maintenance Dispatch, Purchasing & Admin

Operations Coordinator – Maintenance Dispatch & Admin (Portuguese Preferred)

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 and 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, 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 operations 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

Vendor & Technician Coordination – Communicate with technicians and vendors to ensure clear instructions and timely completion

Weekday Operational Support – Maintain control during high-volume periods, ensuring all tasks are properly tracked and followed through

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 waits to be told what to do

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

1+ years of Hospitality experience

1+ years of work experience with Maintenance Management

Nice-to-Have Qualifications:

Portuguese (preferred, not required)

Experience in short-term rentals, property management, or dispatch coordination

Familiarity with STR tools like Guesty or Breezeway

3 Key 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

Ongoing coordination and follow-up to ensure maintenance issues are resolved

Define What Success Means in This Role:

Every maintenance request is addressed promptly and accurately

Technicians and vendors receive clear, timely instructions

Tasks are properly tracked and followed through without gaps

Operations run smoothly during high-volume periods

Timeframe for Success:

Within 30 Days: Understands workflows, tools, and maintenance processes

Within 90 Days: Fully autonomous in dispatching and coordination

Within 6–12 Months: Recognized as a key operator in maintaining efficiency and reliability

Clarity as a Whole/Team:

This Role Owns:

Live maintenance coordination and dispatch

Vendor and technician communication

Task management and updates in systems

This Role Does Not Own:

Purchasing or materials management

Long-term project management (renovations, design, etc.)

Direct supervision of technicians

Guest communication unrelated to maintenance

Compensation:

Full-time (48 hrs/week)

$1000–$1,600 USD/month

Paid Time Off (PTO)

Stable, long-term role with global team

Clarity of Role:

Name the Role: Operations Coordinator – Maintenance Dispatch & Admin