Logistics & Procurement Coordinator

In 2024, a group of lifelong friends in Brisbane turned a handful of properties into a thriving short-term rental business. They had no playbook, just determination, grit, and a vision for redefining hospitality.

One year later, Smart Suites now manages over 100 listings across Rocklea, Sunnybank, Acacia Ridge, and Kuraby. We serve major clients, adopt AI-driven tools to streamline our systems, and build a culture that feels more like a sports team than a company: accountable, collaborative, and driven by results.

Were looking for a Logistics & Procurement Coordinator to keep our operations running like clockwork This role is perfect for someone whos organized, resourceful, and loves turning challenges into solutions.

Important Notes Before You Apply

• Role Type: Full-time independent contractor. This is not a permanent employee role.
• Compensation: AU$1,300 - 1,800 per month (all-in).
• Schedule: This is a flexible full-time role, with workdays ranging from Monday to Sunday. You can work from anywhere in the Philippines.

Why Our Recruitment Process is Thorough

We believe the right match creates long-term success. Thats why our process is multi-staged, so both you and the client can be confident this role is the right fit. Expect:

• Initial Interview min): A conversation about your background, motivation, and fit.
• Technical Live Assessment min): Real-time guest service and operations scenarios.
• Behavioral Interview (60 min): Explore your communication style, adaptability, and cultural fit.
• Meet the Founder Session min): Final conversation about expectations, growth, and Smart Suites long-term vision.

Pre-Engagement Steps:

• IT Audit: To ensure compliance with systems and tools.
• Reference Check: To confirm your work history and professionalism.

This may feel meticulous, but it reflects our clients commitment to building lasting, reliable contractor partnerships.

What You'll Do

Logistics Coordination (30%)

• Manage and optimize logistics workflows to support operational needs across property sites.
• Liaise with the logistics team to schedule and track deliveries and installations of furniture, equipment, and replacement items.
• Coordinate the movement of goods between vendors, storage facilities, and properties.
• Ensure timely and accurate delivery of items required for property maintenance, styling, or guest-related needs.
• Confirm completion of logistics tasks via status updates, reports, and visual documentation where applicable.

Procurement Support (25%)

• Source and research new products or suppliers based on project needs or property requirements.
• Create purchase orders in the inventory system (Zoho or equivalent) and maintain accurate tracking of orders.
• Handle vendor communications, including follow-ups, issue resolution, and documentation management.
• Align procurement activities with styling, operations, maintenance, and logistics teams to ensure timely fulfillment of requirements.
• Manage returns and warranty claims in coordination with suppliers.

3. Property Repair and Maintenance Logistics (20%)

• Coordinate logistics for repair and maintenance activities, including guest-caused damages, wear-and-tear repairs, and external services such as lawn care and bin management.
• Act as the primary liaison between internal teams and third-party service providers to ensure maintenance tasks are completed promptly and to quality standards.
• Manage purchase orders and logistics for replacement items, ensuring timely delivery and installation at properties.
• Maintain accurate records of maintenance requests, responsible parties, progress, and completion timelines.

4. Special Projects and Data Coordination (15%)

• Oversee special projects from initiation to completion, such as software implementation data scrubbing, surplus sales, and signage or furniture upgrades.
• Conduct research, gather data, and provide analysis to support operational and strategic objectives.
• Collaborate with various departments to execute project deliverables efficiently.

5. Administration and Documentation (10%)

• Maintain updated logistics and procurement manuals and standard operating procedures (SOPs).
• Monitor relevant email inboxes and respond promptly to inquiries.
• Organize and maintain documentation related to inventory, logistics operations, vendor information, equipment records, and barcoding.
• Ensure all communication, both written and verbal, is clear, logical, and professional.

General Expectations

• Perform duties with a high level of technical knowledge and continually acquire new skills as needed.
• Proactively track timelines, manage competing priorities, and use appropriate tools for effective time and task management.
• Attend and actively participate in meetings, maintaining punctuality and professionalism.
• Embrace available technologies to enhance efficiency in service delivery.
• Maintain effective coordination and communication with internal teams, contractors, and external partners.

Key Skills

• Experience in logistics, procurement, or operations coordination (minimum 2 - 3 years).
• Proficiency in inventory management tools; prior experience with Zoho preferred.
• Strong written and verbal communication skills.
• Ability to work independently, manage time, and handle shifting priorities.
• Familiarity with project management and vendor negotiation.
• Previous experience in real estate, hospitality, or vacation rental management is a plus

Tools and Technology

• Zoho Inventory or equivalent systems
• MS Office 365 Suite (Excel, Word, Outlook, Teams)
• Slack, Zoom, Email communication tools
• Barcode systems and purchase order templates

About Smart Suites

Smart Suites is redefining hospitality in Australia. More than just clean and comfortable stays, we deliver personalized excellence powered by technology and innovation. With 100+ properties under management today and a goal of 400+ tomorrow, every contractor who joins us plays a role in shaping the next chapter of growth.