Property Coordinator (Hotels)

Job Purpose

The Property Co-Coordinator Hotel Portfolio provides essential coordination administrative support and cross-functional alignment for all hotel and V&A related activities in the precinct. Reporting to the Owners Representative Hotels the role ensures that day-to-day operations stakeholder engagements precinct initiatives and property-related workstreams are seamlessly aligned to the broader strategic objectives of the V&A.

The position acts as a central link between internal V&A teams hotel operators hotel owners precinct service departments and external partners. Its focus is to ensure that all stakeholder priorities operational requirements and precinct activities are well-coordinated clearly communicated and effectively tracked. Through disciplined coordination documentation and follow-through the Property Co-Coordinator helps maintain the long-term performance compliance and operational excellence of the hotel portfolio.

Objectives and Key Focus Areas

1. Coordination and Planning

• Coordinate and track activities that impact hotel operations across the precinct to ensure alignment with strategic hotel and precinct goals.
• Support the Owners Representative with research data gathering scheduling and preparation of documentation or presentations related to strategic planning and hotel asset initiatives.
• Monitor precinct-wide initiatives (events maintenance public realm works) and communicate implications to hotel operators and internal teams.
• Assist in coordinating ESG sustainability mobility and precinct integration initiatives relevant to the hotels.
• Consolidate information from multiple stakeholders to support timely decision-making.

2. Operational Management

• Assist in coordinating facilities utilities safety and operational service requests between hotels and precinct teams.
• Maintain registers for compliance documentation maintenance schedules insurance certificates audits and contract obligations.
• Support capex refurbishment and lifecycle coordination by managing submissions tracking approvals and facilitating communication.
• Assist in monitoring operator compliance with lease or management agreement obligations including health & safety service standards and precinct protocols.
• Coordinate inspection schedules site walks and follow-ups ensuring actions are logged and completed.

3. Stakeholder Engagement & Relationship Management

• Serve as the coordination point for internal and external stakeholders across the hotel precinct.
• Prepare agendas minutes action logs and follow-up communications for all meetings involving operators owners and precinct teams.
• Build collaborative working relationships with hotel teams and internal precinct departments (Facilities Safety Operations Events Utilities Finance etc.).
• Support the Owners Representative with agreement management activities (information gathering tracking of obligations reminders documentation preparation).
• Maintain up-to-date stakeholder contact lists reporting calendars and communication schedules.
• Assist in organising workshops precinct alignment sessions training initiatives and stakeholder forums.
• Support HR-related coordination for subsidiaries and Later Living entities when required (scheduling documentation reporting).

4. Finance Support

• Assist in collecting quotes preparing purchase order requests and processing POs and Job Cads.
• Assit in consolidating financial reporting submissions from hotel operators (revenue updates occupancy statistics turnover figures).
• Track key financial obligations such as turnover rental submissions annual escalations and compliance documents.
• Support the Owners Representative with Capex and Opex tracking budget schedules audit preparation and documentation management.
• Maintain financial dashboards schedules and asset registers with accuracy and confidentiality.

Portfolio Oversight Support

The Property Co-Coordinator provides administrative and coordination support across the V&As hotel portfolio: with additional asset and developments in the next 5 years.

Owned & Managed Hotels

1. Radisson RED 252 keys
2. Legacy Hotels Commodore & Portswood 235 keys
3. Intercontinental Table Bay 307 keys
4. Cape Town EDITION 142 keys plus 6 branded residence
5. Later Living 170 units

Leased Hotels

1. Newmark Hotels: V&A Hotel Queen Victoria Dock House 135 keys
2. Cape Grace Hotel 113 keys
3. The Silo Hotel 28 keys
4. One&Only Cape Town 132 keys
5. City Lodge Hotel 206 keys

Requirements (Backward-Looking)

Qualifications

• A diploma or degree in hospitality management property management business administration or a related field is advantageous.

Knowledge

• Understanding of hotel operations property environments and precinct structures.
• Basic knowledge of leases operational standards and compliance.
• Awareness of tourism trends and guest experience fundamentals.

Skills

• Excellent coordination organisation and time-management abilities.
• Strong communication skillswritten verbal and interpersonal.
• Ability to manage multiple tasks and stakeholders simultaneously.
• Proficiency with Microsoft Office (Excel PowerPoint Outlook).
• High attention to detail and strong administrative discipline.
• Ability to work independently while supporting cross-functional teams.

Experience

• 35 years in hospitality operations property administration asset coordination or similar.
• Experience coordinating multi-stakeholder environments is valuable.
• Exposure to hotel operations service standards or precinct environments is advantageous.

Please note: This role will be recruited for in line with our Employment Equity Requirements