Project 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.
• Respond professionally to calls and emails from internal teams, contractors, and suppliers, handling queries and providing timely updates.
• 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 selected candidate will be working from the hotel's head office and will be required to travel to different hotel locations in London as needed.

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 shifts.
• Inclusive pension schemes

Eligibility

Candidates must be authorised to live and work in the UK. Currently, visa sponsorship is not available for this role.

Equal Opportunity Employer

At Montcalm Collection, diversity and inclusion aren't just buzzwords. We genuinely value the unique perspectives everyone brings, regardless of gender, ethnicity, age, disability, or background. Our culture thrives on mutual respect, and we provide a workplace free from discrimination and prejudice.

Should this role resonate with your aspirations, please apply. If not shortlisted, we encourage you to explore other opportunities with us, either now or in the future.

Note: If you do not hear from us within 14 days, kindly consider your application as not shortlisted for this role.