Vacation Rentals Liaison
Ocean Reef Club - Key Largo, FL
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SUMMARY:Provides support to Vacation Rentals with duties to include inspection and/or evaluation of properties in rental program and other office duties relating to the daily operations of the Vacation Rental Department. Primary function is to act as Owner representative & liaison between Housekeeping, Engineering, outside vendors/decorators and Vacation Rentals. ESSENTIAL DUTIES AND RESPONSIBILITIES: In addition to the following duties and responsibilities, other duties may be assigned.Review Daily Owner Arrival Reports to assist in scheduling your inspections for each spect properties after departures for damage and readiness for Owner's and Member/Guest arrivals. In tandem with Housekeeping and Engineering. Review and address any issues noted and file the documentation.Perform documented annual evaluations and initial inventory of all major furnishings and equipment of the property. Maintain documented follow-up to owners of recommended improvements, up-grades, maintenance issues, and inventory requirements in all properties as required according to terms of the Rental Agreement.Work with Engineering and outside vendors, as needed, to ensure that all units meet the Club's Standards.Post all information, within the residence, to assure the Member/Guest has available the information they need for cable, telephone, Internet and neighborhood rules and regulations. Resolve problem situations, both in the office or while out on property, by dispatching Engineering, housekeeping or other necessary work with outside vendors assuring properties are ready for rental.Assist Members and their Guests with previewing possible property rentals.Assist the department with maintaining written records in Word VR Log files. Place units POO (Planned out of order) in Visual 1 with precisely what the issue is, initial the entry, and share with Housekeeping, Front Desk, and Engineering, as warranted.Maintain key inventory weekly and record in key inventory log the physical count.Other computer programs include Word, Excel, Outlook & the Internet. QUALIFICATIONS: To perform this job successfully, an individual must be able to perform each essential duty satisfactorily. The requirements listed below are representative of the knowledge, skill and/or ability required. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.Assume responsibility without direct supervision, exercise initiative and judgment and make good decisions within the scope of assigned authority.Must possess a mastery of all office skills.Knowledge of Internet, Outlook, Microsoft Word, Excel computer programs. Well organized and detail oriented.Ability to deal effectively with owners, Members and Guests, some of whom will require high levels of patience, tact and diplomacy to diffuse anger and collect accurate information and resolve conflicts.Accept and respond to challenges with a desire for the betterment of servicing Members and Guests.Basic mathematical skills.Ability to maintain a sense of order.Familiar with a hotel/club structure and how all departments interact, and/or a property rental or real estate background.Ability to interact effectively with co-workers, Members and Guests.Familiarity with home and condominium components and County, State and Federal regulations and laws pertaining to short term rentals.Display loyalty, dependability and good judgment.Creativity in the promoting and marketing the Vacation Rentals Program. OTHER: Regular attendance in conformance with the standards, which may be established by Ocean Reef Club from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment. Due to the cyclical nature of the hospitality industry, associates may be required to work varying hours/days of week schedules to reflect the business needs of the Club. Upon employment, all associates are required to fully comply with the Ocean Reef Club rules and regulations for the safe and efficient operation of Club facilities. Associates who violate Club rules and regulations will be subject to disciplinary action, up to and including termination of employment. EDUCATION and/or EXPERIENCE: High school diploma or any combination of education and experience equivalent to graduation from high school or any other combination of education, training or experience that provides the required knowledge, skills and abilities. Minimum three years general office experience in a hospitality oriented enterprise or property management/real estate enterprise. LANGUAGE: Must have the ability to speak and write grammatically correct English. PHYSICAL DEMANDS: The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. Must be able to stand, walk and/or sit and continuously perform essential job functions for an eight-plus hour shift.Must be able to lift up to 25 lbs.Must have the ability to navigate up and down stairs.Must have the ability to twist, turn, lift and squat (while previewing residences)Must work in outside weather conditions. General:Attend Associate meetings, as requestedMaintain Club brandsAssist in the development of QR CodesAssist with Club projects, as warranted and instructedMaintain golf cart, per Club requirements and standardsAttend Ocean Reef University classes, as recommendedCoordinate with Property Owner Associations, as warrantedPromote and maintain a safe work environment Risk ManagementConduct regular safety inspections of exterior of residences to identify potential hazardsOversee assigned residences in order to keep our Member's properties safe, secure and functioning properly. Member ServicesCoordinate and meet contractors and outside vendors and follow up on work to ensure satisfactory results. Should a service be outsourced, coordinate and host the vendors visit (no person is permitted inside a residence without a Vacation Rentals' Associate present).Communicate regularly with Member/Owner (i.e.: items that may need attention or replaced, etc.). Answer all e-mails and phone messages in a timely fashion.Review Visual One to identify incoming VIPs, Owners and Owner/Guests and to provide Welcome Amenity, as warrantedMaintain and provide, as warranted, a list of professional vendors (architects, builders, contractors, designers, pool, pest, landscape, etc.)Generate purchase orders, as warranted and coordinate billing and invoicingCoordinate with all departments - Housekeeping, Engineering, etc.Respond to in-residence pleas for assistance (i.e.: technical issues; etc.)Review Complaint Log daily and respond accordinglyProvide Welcome Calls, as instructedMaintain Residence Log with accurate information (i.e.: Internet passcodes, etc.) Prior to arrivals & post departureCheck all audio/visual components and set televisions/radios to the default channelsCheck InternetInspect furnishings and appliancesCheck to ensure all lights are workingErase phone messages, turn off alarm clocksInventory kitchen housewares and replace as warrantedCheck pool/spas to ensure they are operating correctly and temperatures are set per seasonal requirementsCall for landscaping, pest control and power washing servicesInspect for safety items (slips; falls; etc.)Identify and coordinate cleaning services (i.e.: carpets; furniture; etc.)Identify and coordinate routine maintenance and repairs: paint touch-ups; wall chips; operation of window treatments; etc.Leave at least one fan on lowSet indoor thermostat per seasonal requirements (confirm air conditioner or heater is on)Walk residence and verify Housekeeping has staged residence properlyVerify the safe is open and emptyCheck all lights, TV'S, phones, electric equipmentA/C setting to 76 and Humidistat set to onFlush all ToiletsCheck bathrooms, showers, sinks, tubs for leaks and running toiletsStove/Microwave/Refrigerator/Ice Maker/Dishwasher working properlyCheck all carpets, rugs, chairs and sofas are clean, and free of tearsLock and secure all doorsPatio/pool/grillCheck all areas for damagePerimeters of propertyCheck all owners closets/garages are securedEnsure in-residence signage is present and accurate (i.e.: Internet passcodes, etc.) Attendance, Appearance and Conduct: Regular attendance in conformance with the standards, which may be established by Ocean Reef Club from time to time, is essential to the successful performance of this position. Associates with irregular attendance will be subject to disciplinary action, up to and including termination of employment. Due to the cyclical nature of the hospitality industry and report deadlines, associate may be required to work varying schedules to meet the business needs of the Club and report deadlines. Proper grooming is required by all associates and is described in detail in the Associates Handbook. Associates should review this policy and make sure that at all times they present themselves for shifts looking clean, neat and professional. As a condition of employment, all associates agree to fully comply with Ocean Reef Club rules and regulations for the safe and efficient operation of Club facilities. Associates who violate Club rules and regulations will be subject to disciplinary action, up to and including termination of employment. If you have any questions or doubts you should seek clarification from your supervisor. Job descriptions are not intended and should not be construed to be exhaustive lists of all responsibilities, skills, efforts or working conditions associated with a job. While this job description is intended to be an accurate reflection of the requirements of the job, management must reserve the right to add or remove duties from particular jobs when circumstances (e.g. emergencies, change is workload, rush jobs or technological developments) dictate.
Created: 2024-09-27