Purpose

• The Property Co-Coordinator – Hotel Portfolio provides essential coordination, administrative support, and cross-functional alignment for all hotel and V&A related activities in the precinct. Reporting to the Owner’s Representative – Hotels, the role ensures that day-to-day operations, stakeholder engagements, precinct initiatives, and property-related workstreams are seamlessly aligned to the broader strategic objectives of the V&A.
• The position acts as a central link between internal V&A teams, hotel operators, hotel owners, precinct service departments, and external partners. Its focus is to ensure that all stakeholder priorities, operational requirements, and precinct activities are well-coordinated, clearly communicated, and effectively tracked.
• Through disciplined coordination, documentation, and follow-through, the Property Co-Coordinator helps maintain the long-term performance, compliance, and operational excellence of the hotel portfolio.

Requirements

• A diploma or degree in hospitality management, property management, business administration, or a related field is advantageous.
• 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.

Skills & Competencies

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.

Responsibilities

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.

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.

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).

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.

Additional Information

• Please note: This role will be recruited for in line with our Employment Equity Requirements.

Ref No

• VAWPCH002

Remuneration

• Market Related