Senior Coordinator, PASS Housing

CULTURAL EXPERIENCES ABROAD LLC; Madrid; Presencial; EUR 42.000 - 56.000; Jornada completa

Descripción de la vacante

CEA CAPA in Madrid seeks a Senior Coordinator, Housing and Student Services to lead housing operations and student support across programmes. You will manage the Housing team, coordinate with landlords and vendors, and assist the PASS Director with budgets and planning.

Fluency in English and Spanish, plus proven experience with housing operations and student services, are essential for success in this senior role within a global education organisation.

Formación

• 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 or related area.
• Experience coordinating or supervising team members and budgets.

Responsabilidades

• Serve as a senior point of contact for students, providing guidance and support throughout their programme.
• Coordinate the Housing team's day-to-day work, workloads, schedules and deadlines.
• Support and guide team members, ensuring clear responsibilities and consistent service.
• Oversee core student housing operations—placements, arrivals, departures, room changes and maintenance.
• Manage housing readiness before each semester and coordinate with landlords and vendors.
• Monitor issues, escalate risks to the PASS Director as required, and support budget management.
• Prepare semester housing forecasts, occupancy and operational expense planning.
• Maintain housing and student records in Salesforce and other systems; ensure accuracy.
• Collaborate with Student Services, Academics, Health & Safety and other units to ensure coordinated support.

Conocimientos

Leadership

Budget management

Student housing operations

Vendors coordination

CRM systems

Microsoft Office

English fluency

Spanish fluency

Educación

Bachelor's degree

Herramientas

Salesforce

CRM systems

Descripción del empleo

About CEA CAPA

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, organising 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 programmes, from logistics to cultural integration, ensuring a seamless and enriching experience. It also involves administrative tasks such as managing programme materials and handling student accommodation issues.

Responsibilities

• Serve as a senior point of contact for students, providing guidance, information, resources, and support throughout their programme.
• Coordinate the day‑to‑day work of the Housing team, organising 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 elevate significant operational, contractual, financial, or student welfare concerns to the PASS Director as required.
• Support the Centre 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 organisational 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 judgement 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.
• Authorisation 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.