Senior Coordinator, PASS Housing

CEA CAPA Education Abroad; Madrid; Presencial; EUR 52.000 - 68.000; Jornada completa

Descripción de la vacante

CEA CAPA Education Abroad in Madrid seeks a Senior Coordinator, Housing and Student Services to oversee housing operations and student support across programs. You will coordinate the Housing team, manage day-to-day workflows, and ensure service standards while collaborating with landlords, residences, and vendors.

The role also involves budgeting, forecasting, semester planning, onboarding and growth of team members, and serving as a primary contact for international students.

Formación

• Bachelor’s degree or equivalent professional experience.
• Fluency in English and Spanish.
• Significant experience working with students, particularly international students.
• Experience in student housing, accommodation operations, property coordination, or related area.
• Experience coordinating or supervising team members, workflows, or operational projects.
• Experience managing budgets, monitoring expenditure, and preparing forecasts.

Responsabilidades

• Serve as a senior point of contact for students, providing guidance and support throughout their program.
• Coordinate day-to-day work of the Housing team, organizing workloads, priorities, schedules, and deadlines.
• Oversee core housing operations including placements, arrivals, departures, room changes, maintenance and inventories.
• Manage relationships with landlords, residences, maintenance providers and housing vendors.
• Prepare and maintain semester housing budget forecasts and monitor occupancy and costs.
• Maintain housing records in Salesforce and other systems with accurate documentation.

Conocimientos

Leadership

Budget management

Communication

Organizational skills

Team coordination

Educación

Bachelor's degree

Herramientas

Microsoft Office

CRM systems

Salesforce

Descripción del empleo

At CEA CAPA, we believe studying and interning abroad is a transformative experience. By immersing themselves in new cultures, our students gain valuable skills and perspectives that shape their futures.

We’re proud to be a recognized sector leader, known for our delivery of impactful academic, professional and cultural experiences. This is achieved through our dedicated global team who provide comprehensive guidance, instruction, support and resources to maximize the benefit of our students’ time abroad.

A sense of belonging is central to CEA CAPA’s mission. We foster a work environment that values diversity and is free from bias. Our hiring practices are based on professional qualifications, skills and competence.

With a footprint that spans 53 cities in 20 countries across Europe, Latin America and Australia our 450 strong global workforce deliver exceptional cultural experiences abroad to over 7,000 students per annum.

Position Summary

The Senior Coordinator, Housing and Student Services plays a key operational role in the delivery of student housing and student services in Madrid. The role combines hands‑on student support with responsibility for coordinating the day‑to‑day work of the Housing team, organizing workflows and priorities, overseeing housing operations, and supporting the PASS Director with budget management and semester planning. The Senior Coordinator serves as a senior point of reference for housing‑related matters, helps ensure consistent service standards, and coordinates effectively with students, colleagues, landlords, residences, vendors, and other external partners.

The role supports students throughout their programs, from logistics to cultural integration, ensuring a seamless and enriching experience. It also involves administrative tasks such as managing program materials and handling student accommodation issues.

Responsibilities

• Serve as a senior point of contact for students, providing guidance, information, resources, and support throughout their program.
• Coordinate the day‑to‑day work of the Housing team, organizing workloads, priorities, schedules, coverage, and operational deadlines.
• Support, guide, and coordinate team members, ensuring clear allocation of responsibilities, effective communication, and consistent service delivery.
• Oversee core student housing operations, including placements, arrivals, departures, room changes, maintenance, inspections, inventories, and accommodation‑related incidents.
• Coordinate housing readiness before each semester, ensuring apartments and other accommodation options meet operational and student‑service requirements.
• Manage relationships and day‑to‑day coordination with landlords, residences, maintenance providers, cleaning services, and other housing vendors.
• Monitor housing issues and escalations, identify appropriate solutions, and escal ...
• Support the Center Director / PASS Director in managing the Housing budget, monitoring expenditure, reviewing invoices and costs, and maintaining accurate financial records.
• Prepare and maintain semester housing budget forecasts, anticipated occupancy and capacity needs, and projected operational expenses, identifying potential variances and cost pressures in advance.
• Track housing capacity, availability, and utilisation to support semester planning and informed accommodation decisions.
• Identify opportunities to improve housing processes, service quality, operational efficiency, vendor performance, and cost effectiveness.
• Maintain accurate housing and student records in Salesforce and other relevant systems, ensuring information is current and appropriately documented.
• Coordinate and support student arrivals, orientations, departures, activities, and other PASS operations as required.
• Collaborate closely with Student Services, Academics, Health & Safety, Custom Programs, Global Operations, and other internal teams to ensure coordinated student support.
• Participate in regular staff and planning meetings and provide operational updates, risks, budget information, and recommendations to the PASS Director.
• Support the onboarding, training, and day‑to‑day development of Housing team members and contribute to maintaining clear procedures and shared working standards.
• Be part of the emergency phone rotation and support the response to urgent student and housing situations in accordance with CEA CAPA procedures.
• Provide operational coverage and decision‑making support in the Housing area when required, particularly during peak periods, arrivals, departures, and staff absences.

Person Specification

• Resilient and adaptable.
• Strong organizational skills with the ability to coordinate people, competing priorities, schedules, and deadlines.
• Demonstrated leadership and team coordination skills, with the ability to guide colleagues and promote accountability and collaboration.
• Strong budget management, financial tracking, forecasting, and cost‑control skills.
• Excellent verbal and written communication skills.
• Strong relationship‑management and negotiation skills with internal and external stakeholders.
• Able to work independently, exercise sound judgment, and contribute effectively to a wider team.
• Strong problem‑solving abilities and a practical, flexible, and creative approach to operational challenges.
• High attention to detail and ability to maintain accurate records and follow through on complex operational matters.
• Proficiency with Microsoft Office, CRM systems, and other digital tools.

Qualifications and Experience

• Bachelor’s degree or equivalent relevant professional experience.
• Fluency in English and Spanish.
• Significant experience working with students, particularly international students.
• Demonstrated experience in student housing, accommodation operations, property coordination, or a closely related area.
• Experience coordinating or supervising team members, workflows, or operational projects.
• Experience managing budgets, monitoring expenditure, and preparing forecasts or financial projections.
• Experience working with external vendors, landlords, service providers, and other operational partners.
• Ability to work effectively with diverse identities and backgrounds.
• Experience living or working abroad, with strong knowledge of the local culture, housing environment, business practices, and academic context.
• Knowledge of the U.S. higher education system is desirable.
• Authorization to work in the location of the role.

NB. This role profile is intended to provide an overview of the key responsibilities and qualifications for the position. It is not exhaustive, and the role holder may be required to perform additional tasks and duties as directed by leadership. Consequently, CEA CAPA reserves the right to modify this role profile at any time in accordance with evolving business needs and local legislation.