Operations Coordinator

Job Title:
Operations Coordinator

Location:
Stockholm, Sweden, with travel throughout Sweden

Job Type:
Full-Time

Job Overview:

If you have a contagiously positive demeanour, a solutionsfirst mindset, and you like being out at properties (not stuck behind a desk), you will thrive here. This is a handson role with real responsibility and clear room to grow as we continue to scale.

This role splits roughly 25/75 between Sales and Marketing Support, and Field Operations support.

A) Sales and Marketing Support (≈25%)

• Respond to new owner enquiries and contact form submissions.
• Qualify leads and book sales meetings for the Director of Operations.
• Maintain CRM / Pipedrive and other systems so that no lead or follow-up is missed.
• Prepare agreements, and onboarding documentation.
• Maintain sales KPI tracker.
• Provide administration support for all sales and onboarding activities.
• Support marketing tasks linked to sales and onboarding, such as:
• Uploading photos and basic copy updates to listings or website.
• Posting social media updates related to properties on social media.
• Producing social media content and articles for websites.
• Maintain calendar of marketing actions tied to new property launches (eg. internal announcement, website updates, social media announcements).

B) Field Operations, and Owner and Guest Support (≈75%)

• Conduct quality assurance inspections across Stockholm, Göteborg, Malmö, and other cities across Sweden; spot issues before guests do.
• Coordinate and hold vendors accountable (cleaning, maintenance, suppliers).
• Support rapid troubleshooting during property turnovers and live stays; execute fixes or escalate with clarity.
• Keep owners informed with professional, factual updates; log actions in our systems
• Assist with inventory, keys, device swaps, minor fixes, and practical onsite tasks that keep operations moving.
• Contribute to process improvements and when you fix something, you also improve the system, so it's solved once.

What good looks like

• New enquires receive a phone call or email within two business hours of submitting a contact form.
• At least 80 percent of contact forms turn into meetings with Director of Operations.
• Sales pipeline is always up to date and reliable.
• Property owner agreements and documents are always accurate, and filed correctly.
• Because of your work, everyone has a clear and accurate understanding of the sales pipeline.
• Administrative tasks are handled proactively, so the Director of Operations can focus on sales conversions and leadership.

Musthaves

• Amazingly positive demeanour: calm under pressure, optimistic, and constructive with owners, guests, and colleagues.
• Driving licence (B-körkort) and willingness to travel nationwide (typically up to eight days per month, sometimes more, but you decide when).
• Right to work in Sweden and based in Stockholm.
• Strong written and verbal communication in English and Swedish.
• Comfortable with handson work at properties and confident managing contractors.
• High personal standards: you are a perfectionist and consistently professional in how you appear, speak, and perform. You consistently look and sound professional.
• Strong organizational and administrative skills.
• High attention to detail and accuracy.

The ideal candidate has experience with CRM systems, production of marketing content including Instagram and YouTube content, as well as website content and article production. Awareness of the short-term rental market and real estate in Sweden in a real advantage.

Ways of working

• Hybrid, fieldfirst: You will be out at SwedBNB properties most days.
• Tools: Google Drive, Slack, Property Management Software, dynamic pricing tools, and our internal SOPs and checklists.
• Standards: ISOaligned quality mindset; we balance speed with high standards. We want no noise, no drama, just delivery.

Growth Path and Salary

This is an entrylevel role with real headroom for growth. High performers can grow as we scale.

This role attracts 25 days annual leave per year, friskvård allowance, base salary of between 27,000 and 30,000 SEK per month (negotiable), and opportunity to participate in company bonus scheme.

Additional Notes:

1. SwedBNB has a hybrid workplace. Employees' regular place of work is at SwedBNB properties. The working day usually starts and ends at the work location for the day. The Operations Coordinator will work from different SwedBNB properties at least four days per week in order to ensure our properties are maintained to the highest quality standards. All Stockholm properties must be visited at least once per month, with all other properties visited at least once per quarter.

2. This role requires someone who can multitask, prioritise many and varied activities, and stay calm under pressure. Every day is different, and every day brings new tasks to ensure our operations, guests, and properties remain the best in Sweden. This role requires someone who when seeing a challenge, immediately identifies at least one solution that is in the best interests of SwedBNB.