Project Coordinator

At Montcalm Collection, we believe that timeless style and
genuine hospitality are more than just values, they’re a way of life. Our
people are the heart of our hotels: passionate individuals working together as
a team, united by an unwavering commitment to providing first-class personal
service.

Our collection spans some of London’s most storied
buildings, from elegant Georgian townhouses and an 18th-century brewery to a
historic head office and a contemporary architectural landmark. Each hotel has
its own unique story and within everyone, our team creates unforgettable
experiences for our guests.

While our walls speak of history, it’s our people, their
ambition and their creativity that shapes our future.

Join us and become part of a culture that celebrates
individuality, nurtures potential and upholds the very highest standards of the
art of hospitality.

Why Join Montcalm Collection

• Competitive salary that reflects your talent, contribution,
  and potential.
• Generous holiday allowance, starting at 28 days (including
  bank holidays) and increasing with service—supporting your life beyond work.
• Paid birthday leave, so you can celebrate your special day
  your way.
• We celebrate life’s milestones with you, offering generous
  gifts and financial support for special occasions such as weddings and the
  arrival of a new baby.
• Comprehensive wellbeing support, including free access to
  our Employee Assistance Programme provided by Hospitality Action, offering
  confidential support, wellbeing resources, and free legal advice.
• Tailored wellbeing experiences, from yoga sessions and life
  coaching to wellbeing workshops designed to support both mind and body.
• Cashback healthcare plan, covering dental, optical,
  physiotherapy, and alternative treatments—helping you stay at your best.
• Preferential gym membership rates, helping you maintain your
  health and vitality.
• Continuous learning and development opportunities, from
  hands-on training to leadership masterclasses—empowering your career growth.
• Paid volunteering day, giving you the opportunity to support
  a charity close to your heart.
• Employee referral programme, rewarding you for bringing
  great talent into our teams.
• Complimentary meals on duty in our team restaurant.
• Exclusive room rate discounts across the Montcalm
  Collection.
• International hotel discounts through Marriott Bonvoy,
  giving you access to exceptional global experiences.
• City-wide discounts and perks, with savings across retail,
  entertainment, essential services, fashion, and more.
• Recognition programmes, including vouchers and curated
  rewards that celebrate excellence and individuality.
• Elegant annual celebrations and social events, bringing our
  teams together to connect and celebrate in style.

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.

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.

This job description sets out the main responsibilities
related to the role at Montcalm Collection. It is not intended to be
exhaustive, and duties may be varied from time to time as required by
management to meet the needs of the business.

Skills and Qualifications

• 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.

Working Conditions

• The role may require occasional travel between properties.
• The role may require occasional work outside of regular
  business hours.

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.

Please note that we do not accept unsolicited CVs from
agencies or headhunters. Any CVs submitted for these roles without prior
agreement per role in writing from our Head of Human Resources, will be
considered the property of the company and will not be subject to agency fees.