About the Hiring Company

Smart Suites manages a collection of over 100 rooms for short-term vacation rentals across the vibrant locales of Rocklea, Sunnybank, Acacia Ridge, and Kuraby, Queensland. Guided by our core values of Customer Obsession, Accountability, Curiosity, Humility, Efficiency, and Teamwork (CACHET), we are committed to delivering exceptional hospitality experiences.

Smart Suites is an AI-driven company, continuously adopting and integrating advanced technologies and automation to enhance efficiency, decision-making, and customer satisfaction. We seek team members who are equally passionate about leveraging AI tools, data-driven insights, and digital systems to improve operations and service delivery.

At Smart Suites, we ensure every guests stay is not only clean and comfortable but also infused with personalized excellence that leaves a lasting impression.

Position Summary

The Logistics and Procurement Coordinator plays a pivotal role in ensuring smooth operations across all properties by managing logistics, coordinating procurement activities, overseeing property repairs and maintenance logistics, and executing special projects.

This role demands strong organizational skills, proactive communication, and the ability to handle diverse responsibilities with precision and efficiency. The Coordinator serves as the central link between vendors, operations, logistics, and procurement teams, ensuring seamless service delivery, cost control, and guest satisfaction.

Given Smart Suites AI-driven operations, this role also requires openness to learning and using AI tools, data platforms, and digital workflows to enhance productivity and accuracy.

Key Expectations / General Responsibilities

Logistics Coordination (30%)

• Manage and optimize logistics workflows to support operational needs across property sites.

• Liaise with the logistics team to schedule and track deliveries and installations of furniture, equipment, and replacement items.

• Coordinate the movement of goods between vendors, storage facilities, and properties.

• Ensure timely and accurate delivery of items required for property maintenance, styling, or guest-related needs.

• Confirm completion of logistics tasks via status updates, reports, and visual documentation where applicable.

Procurement Support (25%)

• Source and research new products or suppliers based on project needs or property requirements.

• Create purchase orders in the inventory system (Zoho or equivalent) and maintain accurate tracking of orders.

• Handle vendor communications, including follow-ups, issue resolution, and documentation management.

• Align procurement activities with styling, operations, maintenance, and logistics teams to ensure timely fulfillment of requirements.

• Manage returns and warranty claims in coordination with suppliers.

Property Repair and Maintenance Logistics (20%)

• Coordinate logistics for repair and maintenance activities, including guest-caused damages, wear-and-tear repairs, and external services such as lawn care and bin management.

• Act as the primary liaison between internal teams and third-party service providers to ensure maintenance tasks are completed promptly and to quality standards.

• Manage purchase orders and logistics for replacement items, ensuring timely delivery and installation at properties.

• Maintain accurate records of maintenance requests, responsible parties, progress, and completion timelines.

Special Projects and Data Coordination (15%)

• Oversee special projects from initiation to completion, such as software implementation, data scrubbing, surplus sales, and signage or furniture upgrades.

• Conduct research, gather data, and provide analysis to support operational and strategic objectives.

• Collaborate with various departments to execute project deliverables efficiently.

• Embrace AI tools and digital solutions to improve data handling, reporting, and decision-making.

Administration and Documentation (10%)

• Maintain updated logistics and procurement manuals and standard operating procedures (SOPs).

• Monitor relevant email inboxes and respond promptly to inquiries.

• Organize and maintain documentation related to inventory, logistics operations, vendor information, equipment records, and barcoding.

• Ensure all communication, both written and verbal, is clear, logical, and professional.

• Utilize AI-driven platforms and digital documentation systems where applicable.

General Expectations

• Perform duties with a high level of technical knowledge and continually acquire new skills as needed.

• Proactively track timelines, manage competing priorities, and use appropriate toolsincluding AI solutionsfor effective time and task management.

• Attend and actively participate in meetings, maintaining punctuality and professionalism.

• Embrace available technologies, particularly AI and automation tools, to enhance efficiency in service delivery.

• Maintain effective coordination and communication with internal teams, contractors, and external partners.

Key Skills and Qualifications

• Experience in logistics, procurement, or operations coordination (minimum 23 years).

• Proficiency in inventory management tools; prior experience with Zoho preferred.

• Strong written and verbal communication skills.

• Ability to work independently, manage time, and handle shifting priorities.

• Familiarity with project management and vendor negotiation.

• Previous experience in real estate, hospitality, or vacation rental management is a plus.

• Comfort with AI tools, digital platforms, and willingness to learn new technologies that enhance workflows.

Tools and Technology

• Zoho Inventory or equivalent systems

• MS Office 365 Suite (Excel, Word, Outlook, Teams)

• Slack, Zoom, email communication tools

• Barcode systems and purchase order templates

• AI and data platforms used for reporting, task automation, and inventory management

Success Metrics

• 100% daily Zoho inventory updates completed on time.

• 95% PO accuracy and vendor communication closed within 3 business days.

• Completion of documentation and inventory audits per project scope and timeline.

• Proactive participation and output in project coordination and cross-functional alignment.

• Effective use of AI tools to improve efficiency, data accuracy, and problem-solving.