Property Coordinator (Hotels) at V&A Waterfront

Objectives and Key Focus Areas

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 Owner’s 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.

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.

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 Owner’s 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).

Finance Support

• Assist in collecting quotes, preparing purchase order requests and processing PO’s 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 Owner’s 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&A’s hotel portfolio: with additional asset and developments in the next 5 years.

Owned & Managed Hotels

• Radisson RED 252 keys
• Legacy Hotels – Commodore & Portswood 235 keys
• Intercontinental Table Bay 307 keys
• Cape Town EDITION 142 keys plus 6 branded residence
• Later Living 170 units

Leased Hotels

• Newmark Hotels: V&A Hotel, Queen Victoria, Dock House 135 keys
• Cape Grace Hotel 113 keys
• The Silo Hotel 28 keys
• One&Only Cape Town 132 keys
• 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.

Experience

• 3–5 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.