Project Coordinator and Assistant

AI Job Summary

• Maintain project records, coordinate schedules/quotations/reports, and track tasks, defects, risks to completion.
• Support onboarding and offboarding, including attending site visits, inspections, handovers, and capturing property info
• Assist with procurement, order tracking, supplier communication, and delivery coordination for furniture/FF&E/OS&E

Sign up or log in to analyse my fit

Role Type

On-site • Permanent • Full-time • Associate

Pay Rate

$65,000 AUD – $75,000 AUD (Annum)

Description

Project Coordinator and Assistant

Melbourne, VIC

Full-time position: $65,000 – $75,000 per year + superannuation

About the Business

Urban Rest is a high-growth flexible living operator and technology platform disrupting the serviced apartment and corporate housing space across APAC and Europe. The business focus is on owning the distribution layer for the contracted travel market into living assets, while delivering a consistent brand and guest journey through technology. Urban Rest also offers physical asset operation services that enable branded accommodation assets such as hotels to be managed with greater efficiency and distributed to contracted clients such as enterprise, government, insurance and SME clients.

We provide the digital infrastructure and services that connect institutional living-sector assets and the contracted travel market at scale. Our mission is to make flexible living seamless.

Benefits and Perks

• Employee, friends and family discounts at at Urban Rest properties
• One flexible work from home day per week when business allows
• Mental Health Leave days and Volunteer days available
• Regular team socials and events
• As the company grows, this role will provide plenty of room for career growth and progression
• We’re a social bunch and we strive to have a fun, friendly, and collaborative work environment
• Pet friendly (for house-trained and well-behaved pets) office in Richmond, close to public transport

About the Role

The Project Coordinator and Assistant supports the Projects and Property Onboarding Team across property onboarding, offboarding, improvement projects and the ongoing quality of Urban Rest’s portfolio. This hands-on role blends project administration, site coordination, procurement, design support, inventory management and stakeholder communication to help deliver properties accurately, efficiently and in line with Urban Rest standards. Ideal for someone early in their career, the role offers practical exposure to the full project lifecycle across hotels and aparthotels,from planning and procurement through installation, go-live, operational handover and offboarding. Domestic and international travel may be required depending on project needs.

Project Administration

• Maintain accurate property and project records, data, manuals, handover documents and operational resources.
• Coordinate schedules, quotations, reports, checklists, meeting notes and follow-up actions.
• Support project timelines and track tasks, defects, risks and outstanding items through to completion.
• Provide clear progress updates to the Projects, Property Onboarding and Operations Teams.

Property Preparation, Onboarding and Offboarding

• Support the preparation, onboarding and offboarding of new and existing properties.
• Attend site visits, inspections, handovers and project meetings, capturing and verifying room, asset and property information.
• Assist with procurement, ordering, supplier communication and delivery coordination.
• Work with the design and onboarding teams to prepare apartments, hotel rooms, common areas and operational spaces for go-live and handover.
• Identify and report defects, maintenance issues and incomplete works, supporting close-out as required.

Onsite Project Support

• Coordinate installations, property setup and access for contractors, suppliers, clients and external stakeholders.
• Liaise with onsite teams during furniture, fixtures, equipment, OS&E and operational supply installations.
• Monitor site activity, presentation and safety, escalating delays, defects, access issues and quality concerns.
• Support go-live periods, including occasional early starts, late finishes or work outside standard hours.

Styling and Property Quality

• Assist with styling and presentation, including furniture placement, artwork, accessories, OS&E and room setup.
• Complete property qua…