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