Project Coordinator and Assistant

About Urban Rest

Urban Rest operates as a rapidly expanding flexible living provider and technology platform reshaping the serviced apartment and corporate housing sectors across APAC and Europe. Their core focus is on managing the distribution channels for contracted travel markets into living spaces while ensuring a consistent brand and guest experience through advanced technology. Additionally, they offer operational asset management services for branded accommodation properties like hotels to enhance efficiency and distribute offerings to clients including enterprises, government, insurance, and SMEs. The company provides the digital framework and services that integrate institutional living assets with contracted travel demand on a large scale, aiming to deliver seamless flexible living solutions.

Role Overview

The Project Coordinator and Assistant role mainly assists the Projects and Property Onboarding Team with onboarding, offboarding, improvement initiatives, and quality assurance across Urban Rest's property portfolio. This versatile position involves project administration, site coordination, procurement assistance, design support, inventory management, and communication with stakeholders to ensure properties are delivered on time, within standards, and efficiently. This position is suitable for professionals early in their career seeking hands-on experience with the entire project lifecycle from planning and procurement to installation, go-live, operational handover, and offboarding across hotels and aparthotels. Note that domestic and international travel may be necessary dependent on project requirements.

Key Responsibilities

• Manage accurate documentation including property and project records, manuals, handover documents, and operational materials.
• Coordinate schedules, quotations, reports, checklists, meeting minutes, and follow-ups to support project execution.
• Track project timelines, tasks, defects, risks, and incomplete items until resolution, providing progress reports to relevant teams.
• Assist in preparing, onboarding, and offboarding properties, conducting site visits, inspections, handovers, and capturing detailed asset and property information.
• Support procurement processes such as ordering, supplier communications, and coordinating deliveries.
• Collaborate with design and onboarding teams to prepare accommodations and operational spaces for launch and transition.
• Identify and report defects and maintenance concerns, aiding in closure of outstanding items.
• Organize and supervise installations, property setup, and access arrangements for contractors, suppliers, clients, and external personnel.
• Engage with onsite teams for furniture, fixtures, equipment, operational supplies installation, monitoring site safety and quality standards.
• Provide support during property go-live phases, including working outside standard hours if needed.
• Contribute to styling and presentation enhancements involving furniture placement, artwork, accessories, and room setups.
• Conduct quality assessments of properties and suggest improvements for guest experience and functionality.
• Assist in minor rectification and enhancement tasks ensuring completed properties comply with Urban Rest standards.
• Administer procurement workflows, inventory updates, and stock management for furniture, equipment, amenities, and project supplies.
• Coordinate stock logistics including movement, allocation, deliveries, and preparation for installations maintaining organised and safe storage.
• Communicate professionally with contractors, suppliers, clients, property owners, and internal teams to coordinate activities, schedules, and updates.
• Maintain detailed records of contractor attendance, work completed, and pending tasks, escalating any concerns regarding delays, risks, or quality issues as appropriate.
• Effectively communicate with Projects, Property Onboarding, and Operations departments to ensure clear progress tracking and swift issue resolution.

Candidate Profile

• A positive and proactive mindset with a willingness to engage and assist the team.
• Excellent organisational and prioritisation skills capable of meeting deadlines effectively.
• Independent worker with initiative who can solve problems with minimal supervision.
• Strong verbal and written communication skills, with the judgement to know when to escalate key information.
• Professional, approachable, and adept at building effective relationships with diverse stakeholders.
• Competent in Google Workspace or Microsoft Office, eager to adopt new technology tools.
• Hospitality, property management, or project coordination experience is advantageous but not a requirement.
• Must hold a valid and current Australian driver’s licence.

Benefits and Workplace Culture

• Employee and family discounts at Urban Rest properties.
• Option for one flexible work-from-home day each week subject to business needs.
• Mental health leave days and volunteer days are provided.
• Regular team social events to foster camaraderie.
• Opportunities for career advancement as the company expands.
• Supportive, friendly, and collaborative office culture with a social environment.
• Pet-friendly office environment located in Richmond, close to public transit (pets must be house-trained and well-behaved).

Diversity and Inclusion

Urban Rest embraces candidates from Indigenous, neurodiverse, disabled, international, and culturally diverse backgrounds. The company is committed to creating an inclusive workplace and will provide necessary support and accommodations throughout the recruitment and onboarding process, encouraging all applicants to apply and succeed.