Vacation Operations Coordinator

Carmel Realty Company; Carmel-by-the-Sea (CA); On-site; USD 39,000 - 44,000; Full time

Job summary

Carmel Realty Company, a venerable luxury brokerage and property management firm in downtown Carmel, seeks a full-time Vacation Operations Coordinator to manage day-to-day operations for a world-class portfolio on the Monterey Peninsula.

In this role you will liaise with the Vacation Services and maintenance teams, coordinate vendor relationships, inspections, and guest-ready readiness, and maintain property files and documentation while delivering exceptional service to homeowners and guests.

Qualifications

• Experience in property operations, management, hospitality, or maintenance coordination.
• Strong organizational skills with ability to handle multiple properties and deadlines.
• Excellent time management and prioritization in a fast-paced environment.
• Professional verbal and written communication with homeowners, guests, vendors, and team.

Responsibilities

• Coordinate day-to-day property operations and maintenance activities.
• Liaise between Vacation Services, maintenance teams, homeowners, and vendors.
• Coordinate maintenance, repairs, and service requests with teams and vendors.
• Schedule, track, and follow through on maintenance requests from report to completion.
• Maintain property files, maintenance records, housekeeping calendars, and documentation.
• Provide timely follow-up with homeowners and guests regarding needs and requests.
• Conduct property inspections before and after rentals and coordinate follow-up.
• Coordinate supply ordering, inventory, and organization for properties.
• Ensure access, key control, and property protocols are followed.

Skills

Property operations

Organization

Time management

Communication

Customer service

Vendor coordination

Record keeping

Multitasking

Education

California Real Estate License

Tools

Microsoft Outlook

Microsoft Word

Microsoft Excel

AI tools

Job description

Carmel Realty Company is currently searching for a full-time Vacation Operations Coordinator tohelpmanageaworld-classportfolioofhomesontheMontereyPeninsula.Since1913,Carmel Realty Company has been a locally owned family business, located in downtown Carmel, and hasenjoyedanimpeccablereputationasthepremierluxurybrokerageandpropertymanagement company on the Monterey Peninsula.We have consistently won awards for Best Place toWork, Best Real Estate Company, and Best Property Management Company. Carmel Realty and its sister brand, Monterey Coast Realty, are now the largest independent real estate company on the Monterey Peninsula.

Responsibilities:

TheVacationOperationsCoordinatorwillberesponsibleforcoordinatingandoverseeingday-to-day property operations and maintenance-related activities, including:

• Demonstrateacommitmenttoquality,propertystandards,andexceptionalcustomerservice.
• ServeasaliaisonbetweentheVacationServicesteam,maintenanceteam,homeowners, and outside vendors to ensure efficient communication and coordination.
• Coordinatemaintenance,repairs,andpropertyservicerequestswiththeappropriateteam members and vendors.
• Schedule,track,andfollowthroughonmaintenancerequestsandrepairsfrominitial report through completion.
• Maintainclearcommunicationwiththeteamandensuretasks,updates,andoutstanding items are accurately documented.
• Organizeandmaintainaccuratepropertyfiles,maintenancerecords,housekeeping calendars, and operational documentation.
• Providetimelyandthoroughfollow-upwithhomeowners,guests,agents,andvendors regarding property-related needs and outstanding requests.
• Conductthoroughpropertyinspectionsbeforeandafterrentals,documentingfindings and coordinating any necessary follow-up.
• Coordinatesupplyordering,inventory,andorganizationtoensurepropertiesare appropriately stocked and maintained.
• Anticipatepotentialissues,identifyoperationalneeds,andimplementtimely,practicalsolutions.
• Workdirectlywithhomeownersandgueststocoordinatemaintenanceneedsand communicate updates as appropriate.
• Ensurevendorsfollowestablishedpropertyaccess,keycontrol,homesecurity,andother applicable property protocols.
• Review,organize,andprocessvendorinvoicesaccuratelyandinatimelymanner, coordinating any necessary approvals or follow-up.
• Performpropertyshowingsandassistwithpropertyonboardingorotheroperational needs as required.
• Helpensurepropertiesareproperlymaintained,guest-ready,andconsistentlymeet company standards.
• Takeownershipofassignedresponsibilitiesandcontributetodepartmentalprojects, process improvements, and additional operational needs as they arise.

Required Skills:

• Relevantexperienceinpropertyoperations,propertymanagement,hospitality, maintenance coordination, or a related field preferred.
• Strongorganizationalskillsandattentiontodetail,withtheabilitytomanagemultiple properties, requests, schedules, and deadlines simultaneously.
• Excellenttimemanagementandprioritizationskillsinafast-paced,service-orientedenvironment.
• Strongverbalandwrittencommunicationskills,withtheabilitytocommunicate professionally with homeowners, guests, vendors, and internal team members.
• Demonstratedcommitmenttoexceptionalcustomerservice,propertycare,andconsistentfollow-through.
• Experienceworkingwithhigh-endclienteleandanunderstandingofluxuryproperty standards preferred.
• Proactiveproblem-solvingskills,soundjudgment,andtheabilitytoanticipateneedsand address issues independently.
• Abilitytocoordinatemultipletasksandprojectswhilekeepingaccuraterecordsand ensuring outstanding items are followed through to completion.
• Strongcomputerskills,includingMicrosoftOutlook,Word,andExcel;familiaritywith AI tools and a willingness to learn new technology.
• Understandingofpropertymanagementcontracts,procedures,andapplicableregulationspreferred.
• MusthaveanactiveCaliforniaRealEstateAgentlicenseorbewillingtoobtainone within the first six months of employment.
• Willingnesstolearn,takeinitiative,andcontributetothecontinuedgrowthand improvement of the department.
• Opportunity foradvancement.

Full-timeposition|$28-$32perhour,dependingonexperience.