Projects Coordinator

**About Montcalm Collection**

United by timeless style and peerless service, Montcalm Collection is London’s compendium of luxury hotels. Housed in elegant Georgian townhouses, an 18th-century brewery, heritage headquarters and a diamond-shaped skyscraper, each hotel reveals a different chapter in the city’s story. The hotels in the collection include a storied city-slicker, housed in the former headquarters of the Royal Mail: Montcalm Royal London House. A property with a bold new perspective at Montcalm East, part of Marriott’s Autograph Collection. And a duo of mindful hotels which set a slower pace: Inhabit, Southwick Street and Inhabit, Queen’s Gardens, both part of Design Hotels.

**Overview**

Montcalm Collection is currently seeking a dedicated and highly skilled **Project Coordinator** to support the smooth operation of hotel facilities, assist in ongoing maintenance, and manage small to medium-sized projects.

**Key Responsibilities**
- Act as the main point of contact between the hotels and contractors, coordinating repair works, maintenance schedules, and ensuring timely completion of tasks.
- Monitor out-of-order rooms daily, liaising with the mobile team and contractors to resolve issues and bring rooms back into service.
- Maintain detailed records of all service visits and ensure schedules are adhered to, using compliance spreadsheets to track progress.
- Coordinate with other departments in the hotel to ensure that projects are executed smoothly.
- Raise requisitions and process orders through Adaco for all hotel sites, ensuring timely procurement of necessary supplies.
- Coordinate procurement of maintenance and stationery items, obtaining alternative quotes from suppliers, and submitting for approval.
- Oversee the procurement process for operating supplies, coordinating payment and delivery to ensure operational continuity.
- Review invoices to ensure they match purchase orders and job sheets, liaising with hotel accounts teams to ensure timely payment of contractors and suppliers.
- Work closely with the accounts team to ensure that all payments are processed promptly and efficiently**.**:

- Assist in planning and executing small to medium-scale projects (Capex works) from inception to completion, ensuring compliance with health and safety regulations.
- Produce project scopes, schedules of work, and RAMS (Risk Assessment Method Statements) for internal projects.
- Assist with negotiating and managing supplier agreements, monitoring supplier performance, and arranging performance reviews.
- Prepare monthly and weekly progress reports on ongoing projects and maintenance activities, providing updates on pending issues and completed works.
- Coordinate annual or bi-annual Health & Safety (H&S) service visits for critical systems (e.g., fire alarms, extinguishers, air conditioning), ensuring compliance with regulations.
- Organize and file compliance documents, keeping records up to date and accessible for hotel teams.
- Facilitate communication between hotel teams, contractors, suppliers, and internal stakeholders to ensure smooth operations.
- Meet with hotel managers regularly to address concerns, provide project updates, and ensure that maintenance issues are resolved efficiently.
- Assist the Cluster Facilities Manager in managing operating budgets, tracking expenses, and providing cost comparison reports for quotes and project proposals.
- Analyse and identify risks and opportunities for improvement across maintenance activities and projects.

**Qualifications and Experience**:

- Proven experience in project coordination, facilities management, or a related field within the hospitality or property management industry.
- Strong organizational and time management skills with the ability to prioritize tasks and manage multiple projects simultaneously.
- Excellent communication skills, both written and verbal, with the ability to interact professionally with contractors, suppliers, and hotel teams.
- Experience with procurement processes, managing purchase orders, and processing invoices.
- Knowledge of health and safety regulations and compliance standards in a facilities management context.
- Proficient in Microsoft Office (Excel, Word, PowerPoint) and facilities management software (e.g., Adaco).
- Strong problem-solving skills and the ability to handle complex, time-sensitive situations.

The role may require occasional work outside of regular business hours.

**Benefits**
- Collaborative and empowering team dynamics.
- Pathways for promotions and growth within the brand.
- Recognition and Rewards Program.
- Access to an array of discounts via our Benefits Platform.
- Comprehensive training through Certified Classroom and E-Learnings.
- 28 holidays annually, inclusive of 8 bank holidays. Additional holidays post 2-year tenure.
- Health incentives: Cash-back on optical, dental, chiropractic, and physio services.
- Concession on gym memberships.
- Nutritious meals provided during shi