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