Project Coordinator – Renovations, Permits & Timelines
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 pay and plenty of opportunities to grow with us.
If you thrive in a fast-paced environment, enjoy coordinating multiple moving parts, 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 a Project Coordinator who can keep calm under pressure, coordinate multiple moving parts, and manage renovation projects across our portfolio, including renovations, designs, permits, and timelines.
This isn't a quiet desk job, its active coordination, follow-ups, and ensuring projects move forward without delays.
Your Four Primary Responsibilities/Objectives Will Be:
* Renovation Project Coordination – Manage multiple renovation projects, ensuring timelines and execution stay on track
* Permits & Compliance Tracking – Coordinate permits, approvals, and ensure projects meet local requirements
* Vendor & Contractor Coordination – Communicate with contractors and technicians to ensure work is completed correctly and on time
* Timeline & Progress Management – Track milestones, follow up on delays, and ensure projects move forward without gaps
What Will Our Project Coordinator Look Like?
Who You Are:
* Calm, decisive problem solver who can manage multiple ongoing projects
* Strong communicator with clear spoken and written English and Portuguese
* Extremely detail-oriented and highly organized
* Tech-savvy with Notion, Airtable, Slack, Google Drive, and AI tools
* Proactive, you spot issues early and follow through until resolved
Who You Are Not:
* Someone who loses track of timelines or misses follow-ups
* Passive or waiting to be told what to do
* Disorganized or unable to manage multiple projects at once
Must-Have Qualifications:
* Fluent Portuguese (required)
* Strong English speaking and writing skills
* Experience coordinating projects, renovations, or construction-related work
* Ability to manage multiple projects simultaneously
* Highly detail-oriented and proactive mindset
* Comfort working with tools like Notion, Slack, Google Drive
* 1+ years of Hospitality experience
* 1+ years of work experience with Maintenance Management
Nice-to-Have Qualifications:
* Experience in short-term rentals or property management
* Familiarity with STR tools such as Guesty, Breezeway, or similar platforms (used in day-to-day operations)
* Experience coordinating with field technicians or vendors
3 Key Responsibilities This Person Will Be Driving / Responsible For:
* Managing renovation timelines and ensuring execution stays on track
* Coordinating contractors, technicians, and project updates
* Tracking permits, approvals, and project progress
Define What Success Means in This Role:
* Projects move forward without delays or gaps
* Contractors and technicians are aligned and informed
* Permits and approvals are handled on time
* All project updates and tracking are accurate and up to date
Timeframe for Success:
* Within 30 Days: Understands current projects, tools, and workflows
* Within 90 Days: Independently managing multiple projects and timelines
* Within 6–12 Months: Driving improvements in project coordination and execution
Clarity as a Whole/Team:
This Role Owns:
* Renovation project coordination
* Contractor and vendor communication
* Permits and compliance tracking
* Timeline tracking and follow-ups
This Role Does Not Own:
* Real-time maintenance dispatch
* Direct supervision of technicians outside coordination duties
* Guest communication unrelated to projects
Compensation:
Full-time (48 hrs/week)
$1,000 – $1,500 USD/month
Paid Time Off (PTO)
Stable, long-term role with global team
Clarity of Role:
Name the Role: Project Coordinator – Renovations, Permits & Timelines