Vacation Rentals Liaison

About the position

The Vacation Rentals Liaison at Ocean Reef Club plays a crucial role in ensuring the smooth operation of the Vacation Rental Department. This position serves as the primary representative for property owners, acting as a liaison between various departments including Housekeeping, Engineering, and outside vendors. The liaison is responsible for inspecting properties, evaluating their readiness for owner and guest arrivals, and addressing any issues that arise during the rental process. This role requires a keen eye for detail and a commitment to maintaining high standards for the properties under management. Daily responsibilities include reviewing Daily Owner Arrival Reports to schedule inspections, conducting property inspections after guest departures, and performing annual evaluations of furnishings and equipment. The liaison must document any maintenance issues and communicate recommended improvements to property owners. Additionally, the role involves ensuring that all properties meet the Club's standards and providing necessary information to guests regarding amenities and regulations. The Vacation Rentals Liaison must also handle problem situations effectively, whether in the office or on-site, by coordinating with Engineering, Housekeeping, and other vendors to ensure properties are ready for rental. This position requires strong organizational skills, the ability to maintain accurate records, and proficiency in various computer programs such as Word, Excel, and Outlook. The liaison will also assist members and guests in previewing potential rental properties and maintaining a positive experience throughout their stay.

Responsibilities

• Review Daily Owner Arrival Reports to assist in scheduling inspections.
• Inspect properties after departures for damage and readiness for arrivals.
• Perform documented annual evaluations and inventory of major furnishings and equipment.
• Maintain documented follow-up to owners regarding improvements and maintenance issues.
• Work with Engineering and outside vendors to ensure properties meet standards.
• Post information within residences for Member/Guest convenience.
• Resolve problem situations by dispatching necessary work with vendors.
• Assist Members and Guests with property rental previews.
• Maintain written records in Word VR Log files.
• Place units POO (Planned out of order) in Visual 1 with issue details.
• Maintain key inventory weekly and record in key inventory log.
• Utilize computer programs including Word, Excel, Outlook, and the Internet.

Requirements

• High school diploma or equivalent education and experience.
• Minimum three years of general office experience in hospitality or property management.
• Ability to perform essential duties satisfactorily with minimal supervision.
• Mastery of office skills and knowledge of Microsoft Office programs.
• Well organized and detail-oriented with strong problem-solving skills.
• Ability to interact effectively with owners, Members, and Guests, demonstrating patience and diplomacy.
• Basic mathematical skills and ability to maintain order.
• Familiarity with hotel/club structures and property rental regulations.
• Creativity in promoting and marketing the Vacation Rentals Program.

Nice-to-haves

• Experience in hospitality or property management.
• Knowledge of County, State, and Federal regulations regarding short-term rentals.
• Familiarity with home and condominium components.