Property Coordinator (Hotels)

Objectives and Key Focus Areas 1. Coordination and Planning Coordinate and track activities that impact hotel operations across the precinct to ensure alignment with strategic hotel and precinct goals. Support the Owner’s Representative with research, data gathering, scheduling, and preparation of documentation or presentations related to strategic planning and hotel asset initiatives. Monitor precinct-wide initiatives (events, maintenance, public realm works) and communicate implications to hotel operators and internal teams. Assist in coordinating ESG, sustainability, mobility, and precinct integration initiatives relevant to the hotels. Consolidate information from multiple stakeholders to support timely decision-making. 2. Operational Management Assist in coordinating facilities, utilities, safety, and operational service requests between hotels and precinct teams. Maintain registers for compliance documentation, maintenance schedules, insurance certificates, audits, and contract obligations. Support capex, refurbishment, and lifecycle coordination by managing submissions, tracking approvals, and facilitating communication. Assist in monitoring operator compliance with lease or management agreement obligations, including health & safety, service standards, and precinct protocols. Coordinate inspection schedules, site walks, and follow-ups, ensuring actions are logged and completed. 3. Stakeholder Engagement & Relationship Management Serve as the coordination point for internal and external stakeholders across the hotel precinct. Prepare agendas, minutes, action logs, and follow-up communications for all meetings involving operators, owners, and precinct teams. Build collaborative working relationships with hotel teams and internal precinct departments (Facilities, Safety, Operations, Events, Utilities, Finance, etc.). Support the Owner’s Representative with agreement management activities (information gathering, tracking of obligations, reminders, documentation preparation). Maintain up-to-date stakeholder contact lists, reporting calendars, and communication schedules. Assist in organising workshops, precinct alignment sessions, training initiatives, and stakeholder forums. Support HR-related coordination for subsidiaries and Later Living entities when required (scheduling, documentation, reporting). 4. Finance Support Assist in collecting quotes, preparing purchase order requests and processing PO’s and Job Cads. Assit in consolidating financial reporting submissions from hotel operators (revenue updates, occupancy statistics, turnover figures). Track key financial obligations such as turnover rental submissions, annual escalations, and compliance documents. Support the Owner’s Representative with Capex and Opex tracking, budget schedules, audit preparation, and documentation management. Maintain financial dashboards, schedules, and asset registers with accuracy and confidentiality. Portfolio Oversight Support The Property Co-Coordinator provides administrative and coordination support across the V&A’s hotel portfolio: with additional asset and developments in the next 5 years. Requirements (Backward-Looking) Qualifications A diploma or degree in hospitality management , property management , business administration , or a related field is advantageous. Knowledge Understanding of hotel operations, property environments, and precinct structures. Basic knowledge of leases, operational standards, and compliance. Awareness of tourism trends and guest experience fundamentals. Skills Excellent coordination, organisation, and time-management abilities. Strong communication skills—written, verbal, and interpersonal. Ability to manage multiple tasks and stakeholders simultaneously. Proficiency with Microsoft Office (Excel, PowerPoint, Outlook). High attention to detail and strong administrative discipline. Ability to work independently while supporting cross-functional teams. Experience 3–5 years in hospitality operations, property administration, asset coordination, or similar. Experience coordinating multi-stakeholder environments is valuable. Exposure to hotel operations, service standards, or precinct environments is advantageous. Please note: This role will be recruited for in line with our Employment Equity Requirements