Project Coordinator - Proper OS
23 hours ago
Los Angeles
Proper Hospitality is seeking a Project Coordinator to serve as the operational backbone of our OS build—managing complex, multi-team project workflows, dependencies, and deployments across engineering, product, and hotel operations. What We're Building Hospitality is one of the oldest, most human industries in the world. It has also barely changed operationally in decades. We're changing that — not with a point tool, not with a clever chatbot, but with a platform that reimagines how an entire property thinks, operates, and serves its guests. • This is a product, not an internal tool., • It has to work on day one at a single property and scale cleanly to hundreds., • Every architectural decision compounds over time., • Every agent will be onboarded to new properties, new teams, and new data environments. We are replacing workflows that have been done by hand for decades. Done right, this changes what it means to run a hotel. What This Is You are the person who keeps the entire OS build moving. Right now, our Head of Systems and engineering lead spend 15–20 hours per week on project tracking, scheduling, credential follow-ups, status reports, and hiring logistics. That's 15–20 hours per week they're not designing and building the OS. You eliminate that drag. You work with our Head of Systems & Orchestration, Chief of Staff, engineering lead, product manager, and department heads across the company. What You'll Actually Do Project Tracking & Coordination (50%) • Own the master project tracker — which agents are in which phase, which properties have deployed wikis, which department heads have been onboarded, what's on track and what's slipping., • Track the 30-day Notion knowledge layer sprint across 12 properties — who has populated their wiki, who hasn't, what's blocking them., • Manage dependencies between engineering sprints, department head availability, and property deployment schedules., • Maintain the hiring pipeline — schedule screens, collect scorecards, coordinate interviews, keep the process moving for open roles., • Track API credential requests and follow up with IT until they're resolved. Every day a credential is stuck is a day the engineer can't build. Meetings & Communication (30%) • Schedule and run the weekly OS standup — set the agenda, capture action items, follow up on last week's items., • Prepare the weekly status report for the CEO and President — clear, concise, no fluff. What shipped, what's blocked, what decisions are needed., • Coordinate meetings between engineering, product, department heads, and property teams — you own the calendar so they don't have to., • Take notes in working sessions and translate them into tracked action items with owners and deadlines. Operational Support (20%) • Manage shared tools — Notion project boards, sprint trackers, deployment checklists., • Organize and maintain documentation — meeting notes, decision logs, process docs., • Support onboarding for new team members (AI engineer, PM, offshore engineers) — system access, tool setup, context docs, first-week logistics., • Handle the operational minutiae that would otherwise eat senior people's time — vendor follow-ups, license management, access requests. Who You Are • You've coordinated projects for 2–5 years., • Could be tech, hospitality, consulting, agency — what matters is you've kept complex multi-stakeholder projects on track., • You're relentlessly organized. You don't wait to be asked to follow up. You follow up because it's Tuesday and the thing was due Monday and nobody said it was done., • You're comfortable with Notion. You'll live in it. If you've built project trackers, wikis, or dashboards in Notion, say so., • You communicate clearly in writing. Status reports, action items, follow-up emails — tight, specific, no ambiguity., • You're not intimidated by technical teams. You don't need to understand the code, but you need to understand when something is blocked, why, and what it takes to unblock it., • You care about the details without losing the big picture. You know that a missing API credential can stall a $4M initiative, and you treat it accordingly., • Bonus: experience in hospitality, hotel tech, or startup environments where things move fast and priorities shift weekly. What You Won't Do • You won't design the system. That's the Head of Systems., • You won't build agents or write code. That's the engineering team., • You won't define product requirements. That's the Product Manager., • You won't roll out workflows to properties. That's the VP Portfolio Ops., • You will be the reason all of those people stay focused on their actual jobs instead of chasing logistics. Details • Experience: 2–5 years in project coordination, operations, or program management, • Compensation: $60K–$85K DOE, • Location: Los Angeles, in-person, • Type: Full-time, • Access: You'll work directly with the CEO, President, COO, Head of Systems, and engineering lead. Small team, high visibility., • Impact: You're the operational backbone of a multi-million dollar initiative that transforms how 12 luxury lifestyle hotels operate. The timeline depends on you. In your application, include: • A project you coordinated with 5+ stakeholders — what was your system for keeping it on track?, • A time something was about to fall through the cracks and you caught it. What happened?, • Your experience with Notion (or similar tools) for project tracking. Proper Perks & Benefits Compensation & Recognition • Competitive Salary + Bonus: Rewarding exceptional talent and performance across all levels., • Recognition Programs: Celebrating achievements big and small through company-wide appreciation and milestone rewards., • Annual Performance Reviews: Regular opportunities for feedback, growth, and advancement. Culture of Growth & Belonging • Culture of Growth: A collaborative, design-forward environment that values creativity, intelligence, and curiosity — where learning and excellence are a daily practice., • Guided Skills Development: Access to training, leadership programs, mentorship, and cross-property mobility to encourage achievement and discovery., • Diversity, Equity, Inclusion & Belonging: We honor individuality while fostering a culture of respect and belonging across all teams., • Community Engagement: Opportunities to give back through local volunteerism, sustainability, and charitable partnerships. Health & Wellness • Comprehensive Health Coverage: Medical, dental, and vision plans through Aetna, designed to fit a range of personal and family needs., • Wellness Access: Company-subsidized memberships with Equinox and ClassPass, plus wellbeing workshops and mental health resources., • Employee Assistance Program (EAP): Confidential support for emotional wellbeing, financial planning, and life management through Unum. Time Off & Flexibility • Paid Time Off: Flexible PTO plus 11 paid holidays each year for corporate team members., • Paid Parental Leave: Paid time off for eligible employees welcoming a new child through birth, adoption, or foster placement., • Flexible Work Practices: Hybrid schedules for eligible roles and an emphasis on work-life balance. Financial Wellbeing & Core Protections • 401(k) Program: Company match of 50% of employee deferrals, up to the first 4% of eligible compensation., • Employer-Paid Life & Disability Insurance: Core protections with optional additional coverage., • Financial Education: Access to planning tools and workshops to support long-term stability and growth. Lifestyle & Travel Perks • Hotel Stay Benefits: 75% off BAR (floor of $100) across the Proper portfolio., • Design Hotels Partnership: 50% off participating Marriott Design Hotels., • Dining Discounts: 75% off food & beverage at all Proper Hospitality outlets., • Lifestyle Perks: Complimentary or subsidized parking, cell phone reimbursement, and exclusive hospitality and retail discounts. Why Join Proper Hospitality At Proper, we build experiences that move people — and that begins with the team behind them. As a best-in-class employer, we’re committed to creating one of the Best Places to Work in hospitality by nurturing a culture where creativity, excellence, and humanity thrive together. Everything we do is grounded in the belief that hospitality is more than a profession - it’s an opportunity to care for others and make lives better. Guided by the Pillars of Proper, we show up with warmth and authenticity (Care Proper), strive for excellence in everything we do (Achieve Proper), think creatively and resourcefully (Imagine Proper), and take pride in the style and culture that make us who we are (Present Proper). We believe our people are our greatest strength, and we invest deeply in their wellbeing, growth, and sense of belonging. From comprehensive benefits to meaningful development programs, Proper is designed to help you build a career, and a life, that feels as inspiring as the experiences we create for our guests. Our Commitment: Building the Best Place to Work Our Best Place to Work initiative is a living commitment — a continuous investment in our people, our culture, and our purpose. We listen, learn, and evolve together to create an environment where everyone feels empowered to imagine boldly, achieve confidently, care deeply, and present themselves authentically. At Proper, joining the team means more than finding a job — it means joining a community that believes in building beautiful experiences together, for our guests and for one another.