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.