Maintenance Office Coordinator - Bvlgari Hotel Milano

Maintenance Coordinator – Job Description

The Maintenance Coordinator supports the Maintenance Department by managing administrative processes, coordinating daily activities, and ensuring effective communication between internal departments, external vendors, and hotel management. This role contributes to the smooth organization of technical operations and helps maintain the exceptional luxury standards of Bvlgari Hotel Milano.

Key Responsibilities

Preventive Maintenance Coordination
Support the Maintenance Manager in planning, scheduling, and documenting preventive maintenance programs.

Vendor Administration
Manage service contracts, request quotations, coordinate access for external technicians, and ensure compliance with hotel standards and procedures.

Documentation and Reporting
Maintain up-to-date records of permits, certifications, and safety documentation, and prepare weekly and monthly reports.

Interdepartmental Communication
Act as the main point of contact for Housekeeping, Food & Beverage, and Front Office departments to ensure the timely resolution of technical issues.

Compliance and Safety Support
Ensure that all documentation related to safety inspections, technical audits, and Bvlgari compliance requirements is properly maintained and up to date.

Systems Management
Use the Transcendent software system to monitor preventive maintenance schedules and track maintenance-related deadlines.

Skills and Qualifications

• Previous experience in luxury hospitality or facility management.
• Strong organizational and administrative skills.
• High level of accuracy, discretion, and ability to manage priorities effectively.
• Excellent communication skills in both Italian and English.
• Strong attention to detail and commitment to brand standards.
• Proactive, solution-oriented mindset.