Facilities Management Coordinator

Notes before Application:

• Setup: Independent Contractor Setup
• Salary "all-in" : AUD 1,600 - AUD 2,500
• Brisbane Hours : 42 -46 hours per week 
  
  

Hiring Company

Smart Suites manages a growing collection of over 100 rooms across Rocklea, Sunnybank, Acacia Ridge, and Kuraby, Queensland, catering to short-term vacation rental guests. Guided by our values of Customer Obsession, Accountability, Curiosity, Humility, Efficiency, and Teamwork (CACHET)we deliver exceptional stays and streamlined operations.

Position Summary:

The Facilities Management Coordinator remotely supports the day-to-day management of Smart Suites' Australia-based properties. This role ensures all facilities are maintained to a high standard by coordinating with local service providers and contractors, tracking site conditions, and managing reports and follow-ups. This role is accountable for overseeing all repair and maintenance activities including guest-caused damage and wear-and-tear ensuring issues are resolved promptly, services are scheduled on time, and all work is completed to quality standards.

Working closely with both internal and external stakeholders, the Facilities Management Coordinator plays a critical role in delivering safe, clean, and fully functional properties that meet guest expectations and uphold Smart Suites' brand reputation.

As part of Smart Suites AI-driven operations, the Facilities Manager is expected to use AI tools and systems to improve workflows, manage data, and ensure smooth coordination.

Key Responsibilities:

Repair Maintenance

• Remotely monitor property status and escalate maintenance issues.
• Handle all repair requests caused by guests, from start to finish
• Work with third-party property managers to fix problems caused by regular use
• Support urgent repair needs and help resolve incidents as they happen

Working with Vendors and Contractors

• Coordinate cleaners, handymen, and service providers for on-site tasks.
• Follow up with vendors to make sure work is done properly and on time
• Keep all vendor communication and task updates well documented

Property Monitoring and Scheduling

• Manage daily property inspection reports submitted by on-ground staff.
• Track facility-related assets (e.g., keys, remotes, maintenance tools).
• Schedule and confirm regular services like lawn mowing, bin handling, and shared area cleaning
• Support incident resolution, urgent service requests, and property onboarding/offboarding.

Tracking and Reporting

• Maintain up-to-date documentation and vendor communications.
• Keep full records of all maintenance jobs, responsible persons, and completion dates
• Watch for repeated problems and give suggestions to the Operations Manager
• Use tools like property and facilities management software to update task progress and team visibility

Key Skills and Requirements:

Experience

• At least 3 years of experience in property maintenance, facilities coordination, or vacation rental operations
• Experience in property or facilities coordination, either remote or on-site
• Experience working with handymen, contractors, and service providers
• Experience reviewing daily inspection reports and remote property updates
• Experience supporting urgent repairs, incidents, or property readiness tasks
• Familiarity with platforms like Airbnb, Booking dot com, and VRBO

Skills

• Strong communication and coordination skills
• Familiar with using AI-based tools or open to learning how to use AI systems to improve task tracking, communication, and reporting
• Able to manage and follow up on multiple jobs at the same time
• Good at tracking tools, keys, and other property items
• High attention to detail and a strong sense of urgency
• Can work well in a remote setup and talk with both remote and on-ground team members
• Comfortable working across time zones and using online systems like chat and task trackers
• Comfortable using MS Planner, Project Management platforms and AI or other property coordination tools
• Proficient in Microsoft Excel, Outlook, and other basic reporting tools
• Strong written and spoken English skills
• Very organized and detail-oriented

Place of work