PM Rental Ops Property Services Coordinator (Full Time)

Mauna Kea Resorts•Waimea, HI

About The Position

Band 1 Property Services Coordinator Primary Responsibilities: Assist Property Managers with daily property management operations. Support the operations of the housekeeping and engineering departments. Develop and maintain a positive working relationship with all departments and owners. Essential Duties: Property Services Support to include but not limited to: The Property Services Support role encompasses comprehensive administrative and operational responsibilities related to property management. Key duties include managing the Property Management System (PMS), setting up new buildings and rental units, onboarding new residents, and maintaining accurate owner records in coordination with various departments. The role involves conducting and documenting residence inspections (arrival, departure, weekly, and monthly), addressing maintenance and housekeeping requests, coordinating vendor services, and ensuring timely unit lockdowns. Additional responsibilities include updating standard operating procedures (SOPs), managing work orders, supporting new rental program setups, ordering supplies, and utilizing various software tools for scheduling, record-keeping, and reporting to ensure seamless property operations and guest readiness. The Housekeeping Support role involves administrative and operational assistance to ensure smooth housekeeping operations. Key tasks include posting billing information in the Property Management System (PMS) based on manager notes, closing and posting work orders, conducting residence inspections before and after guest stays as directed, and assisting with the procurement of housekeeping supplies. The Housekeeping Support role involves administrative and operational assistance to ensure smooth housekeeping operations. Key tasks include posting billing information in the Property Management System (PMS) based on manager notes, closing and posting work orders, conducting residence inspections before and after guest stays as directed, and assisting with the procurement of housekeeping supplies. Engineering Support: The Engineering Support role focuses on maintaining accurate records and facilitating smooth departmental operations. Key responsibilities include daily posting and tracking of work orders, maintaining awareness of open tasks, generating weekly reports for the engineering team, assisting with annual preventative maintenance scheduling, creating spreadsheets as needed, conducting inspections, and supporting the procurement of engineering parts and supplies. Accounting Support: The Accounting Support role involves managing financial processes related to property management, maintenance, and housekeeping. Duties include handling accounts payable, processing vendor invoices, responding to vendor inquiries, onboarding new vendors, managing W-9 forms and Birch Street accounts, working within the M3 system, addressing owner billing questions, and processing travel agent commissions. Guest Services Assist in the creation of all guest resort accounts in Opera Other Duties:Additional duties and special projects as requested and/or assigned. Because of the fluctuating demands of the operation, it may be necessary that each employee perform a multitude of different functions; therefore, as an essential part of your job, employees will be expected to help others when the occasion arises. Accordingly, employees may be expected to perform other tasks not specifically addressed above.

Requirements

Must have a high school diploma, GED, or equivalent applicable experience.
Previous hotel or travel industry sales and marketing and/or reservations experience desired
Computer experience and typing skills required.
Must be proficient in all Microsoft Office applications; HTML experience is desired
Must be able to work well under pressure and be self-motivated.
Must have excellent organizational skills.
Must have excellent communication skills—both written and verbal.
Requires excellent listening and phone skills.
Must be able to operate or use the following: computer, printer, copier, calculator, and telephone.
Must have a current driver’s license.
Must be able to prioritize tasks for the day.
Must be a problem-solver and be cooperative.
Must be able to multitask.
Must be able to stand, walk, bend, reach, and inspect units and homes.
Lift and carry equipment and supplies weighing up to 25 lbs.
Must be able to communicate with homeowners, guests, and employees over the phone, in person, or via e-mail professionally and courteously.
Must be able to work a schedule determined by management.
Must be able to work over 50 hours a week.

Nice To Haves

HTML experience is desired

Responsibilities

Assist Property Managers with daily property management operations.
Support the operations of the housekeeping and engineering departments.
Develop and maintain a positive working relationship with all departments and owners.
Managing the Property Management System (PMS)
Setting up new buildings and rental units
Onboarding new residents
Maintaining accurate owner records in coordination with various departments.
Conducting and documenting residence inspections (arrival, departure, weekly, and monthly)
Addressing maintenance and housekeeping requests
Coordinating vendor services
Ensuring timely unit lockdowns.
Updating standard operating procedures (SOPs)
Managing work orders
Supporting new rental program setups
Ordering supplies
Utilizing various software tools for scheduling, record-keeping, and reporting to ensure seamless property operations and guest readiness.
Posting billing information in the Property Management System (PMS) based on manager notes
Closing and posting work orders
Assisting with the procurement of housekeeping supplies.
Daily posting and tracking of work orders
Maintaining awareness of open tasks
Generating weekly reports for the engineering team
Assisting with annual preventative maintenance scheduling
Creating spreadsheets as needed
Supporting the procurement of engineering parts and supplies.
Handling accounts payable
Processing vendor invoices
Responding to vendor inquiries
Onboarding new vendors
Managing W-9 forms and Birch Street accounts
Working within the M3 system
Addressing owner billing questions
Processing travel agent commissions.
Assist in the creation of all guest resort accounts in Opera
Additional duties and special projects as requested and/or assigned.
employees will be expected to help others when the occasion arises.
employees may be expected to perform other tasks not specifically addressed above.