Vacation Rental Operations Coordinator

Position Overview:

The Vacation Rental Operations Coordinator plays a vital role in supporting the day-to-day operations of the Vacation Rental program at Wild Dunes Resort. This position serves as a key liaison between homeowners, guests, and internal departments, ensuring a high level of service, operational efficiency, and effective communication. The ideal candidate is highly organized, detail-oriented, and service-focused, with the ability to manage multiple priorities in a fast-paced hospitality environment.

Key Responsibilities:

Administrative & Operational Support

• Perform a variety of administrative duties, including answering phones, responding to emails, filing, and document preparation
• Manage and update homeowner and unit records in property management systems (e.g., reservation system, maintenance logs, HOA files)
• Assist with generating daily, weekly, and monthly reports related to occupancy, revenue, maintenance requests, and inspections
• Track work orders, linen inventory, and vendor invoices to ensure timely resolution and processing

Homeowner Services

• Act as a point of contact for vacation rental homeowners, responding to inquiries regarding reservations, maintenance, and financial statements
• Coordinate onboarding of new rental units, including setting up unit profiles, photography scheduling, and amenity verification
• Assist with sending out newsletters, statements, updates, and other owner communications in a professional and timely manner

Guest Services Coordination

• Support the front office and guest services teams by ensuring arrival packets, keys, and welcome materials are prepared accurately and on time
• Communicate with guests pre-arrival to confirm booking details, special requests, and ensure a seamless check-in process
• Address and resolve guest issues or concerns promptly, escalating as needed to appropriate managers

Item Replacement & Inventory Control

• Monitor reports of missing or damaged items during inspections or guest departures and coordinate timely replacement
• Maintain records of standard unit inventories to ensure compliance with brand standards and guest expectations
• Communicate with Housekeeping, Maintenance, and third-party vendors to order, track, and replenish supplies or furnishings as needed
• Assist with cost tracking for replacement items, billing owners when applicable, and ensuring accurate documentation for inventory changes
• Conduct follow-up inspections after replacement or repairs to confirm quality and completeness

• Facilitate audits and replenishment of items in units

Departmental Collaboration

• Work closely with Housekeeping, Maintenance, and Front Desk teams to coordinate unit readiness, turnovers, and special requests
• Monitor and follow up on unit inspections, maintenance issues, and housekeeping discrepancies
• Assist in organizing department meetings, trainings, and seasonal preparation efforts

Qualifications

Qualifications:

• Previous experience in hospitality, property management, or administrative support preferred
• Strong written and verbal communication skills with a customer service mindset
• Proficient in Microsoft Office Suite; experience with hospitality or property management systems a plus (e.g., Springer-Miller, etc.)
• Excellent organizational and time management skills; able to multitask and meet deadlines
• Ability to work independently and as part of a team in a dynamic, guest-focused environment
• Flexible schedule including availability on weekends and holidays as needed

Physical Requirements:

• Must be able to sit, stand, and walk for extended periods
• Ability to occasionally lift 25 lbs and navigate resort grounds as necessary

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