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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 paytand 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 Friday–Monday 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:
Experience in short-term rentals, property management, or dispatch coordination
Familiarity with STR tools like Guesty or Suite Op
Compensation:
Paid biweekly through Rippling
Stable, long-term role with global team
Clarity of Role:
Name the Role: Operations Coordinator – Maintenance Dispatch, Purchasing & Admin
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)
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
Seniority levelSeniority level Entry level
Employment typeEmployment type Full-time
Job functionJob function Management and Manufacturing
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📌 Operations Coordinator (Xico)
🏢 Blue Gems MGMT
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