Project Coordinator

Montcalm Collection

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.

Montcalm Collection is looking for an organised and proactive Project Coordinator to support the smooth running of maintenance and project activities across our hotel portfolio. In this role, you will act as the key point of contact between hotel teams, contractors and suppliers, ensuring repair works, compliance tasks and scheduled services are completed on time and to a high standard.

• 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.
• Organise 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.

• Proven experience in project coordination, facilities management or a related field within the hospitality or property management industry.
• Strong organisational and time‑management skills with…