Project Coordinator and Assistant

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 quality checks and identify opportunities to improve functionality, presentation and guest experience.
• Support minor rectification and property improvement works where required.
• Ensure completed properties meet Urban Rest’s design and presentation standards.

Procurement, Warehouse and Inventory

• Assist with procurement, order tracking and delivery coordination.
• Maintain accurate inventory records for furniture, equipment, amenities, OS&E and project stock.
• Coordinate stock movements, allocations, deliveries, collections and preparation for installation.
• Report damaged, missing or low-stock items, and keep warehouse and storage areas organised and safe.

Contractor and Stakeholder Coordination

• Liaise professionally with contractors, suppliers, clients, property owners and internal stakeholders.
• Coordinate access, attendance times, site requirements and completion updates.
• Maintain clear records of contractor attendance, completed works and outstanding items.
• Escalate delays, risks, cost concerns and quality issues to the appropriate team member.

Reporting and Communication

• Communicate regularly across the Projects, Property Onboarding and Operations Teams.
• Report issues promptly, confirm ownership and follow actions through to completion.
• Maintain clear records and provide accurate progress updates to support cross-functional problem-solving.

What We Look For

• Positive, energetic and hands-on attitude with a willingness to support the team
• Strong organisation, prioritisation and time-management skills, with the ability to meet deadlines
• Proactive and comfortable working independently under guidance, taking initiative and solving problems
• Clear written and verbal communication, with sound judgement about when to escalate critical information
• Professional, collaborative and confident building relationships with a range of stakeholders
• Intermediate Google Workspace and/or Microsoft Office skills, with an interest in new technology.
• Experience in hospitality, property or project environments is valued but not essential

Must haves

• A current and valid Australian driver’s licence is required

Diversity & Inclusion

At Urban Rest, we extend our invitation to candidates from Indigenous, neurodiverse, disabled, international and diverse cultural backgrounds. Our commitment to fostering an inclusive workplace ensures that all applicants receive the necessary support and accommodations throughout the recruitment and onboarding process. We encourage candidates from various backgrounds to apply, as we value diversity and believe in creating an environment where everyone can succeed. Please let us know if you require any additional adjustments or support to help you through this process so you can shine as the best version of yourself.

How to Apply

Please submit your application through the link on this website by including an up-to-date resume with relevant skills and experience, alongside a cover letter addressing how you meet the criteria and your interest in the role.

If you want to learn more about our company please see our website – https://www.stayurbanrest.com

We look forward to hearing from you!