Sr Villa Owner Coordinator

EOS Hospitality • Marathon, FL

4d

About The Position

The Villa Owner Coordinator maintains professional, responsive relationships with villa owners and coordinates owner and authorized guest reservations, arrivals, special requests, and departures in accordance with rental agreements and resort policies. The role works closely with Housekeeping, Engineering, Front Office, Reservations, and Accounting to prepare villas, resolve service concerns, track maintenance and improvement work, and keep owners informed about progress and anticipated completion dates.

The coordinator maintains accurate owner and villa records, including reservation restrictions, work orders, correspondence, and approvals, while protecting confidential information. They assist owners with questions about statements, charges, and rental program procedures, researching discrepancies with Accounting and referring financial decisions to authorized leaders. The role also coordinates villa condition reviews and corrective actions, handles escalated concerns within policy, prepares owner communications and status reports, and supports owner onboarding, meetings, and rental program updates.

The position provides day-to-day guidance and training to coordinators, assists with coverage, and models service standards. Work includes office duties and visits to villas throughout the resort, with exposure to outdoor weather and stairs. Schedule flexibility, including weekends, holidays, and occasional evenings, may be required based on owner arrivals and operational needs. Essential functions may be performed with or without reasonable accommodation.

Requirements

• High school diploma or equivalent.
• Strong written and verbal communication, organization, attention to detail, and follow-through.
• Ability to manage competing priorities professionally.
• Comfort working with Microsoft Office, reservation or property management systems, and service request tracking tools.
• Ability to interpret rental program procedures, review basic financial information, and work collaboratively across departments.

Nice To Haves

• Coursework or a degree in hospitality, business, or a related field.
• At least three years of experience in hospitality, vacation rentals, owner relations, or property operations, including independently resolving complex service concerns.
• Prior experience mentoring team members and supporting luxury resort or vacation home owners.

Responsibilities

• Maintain professional, responsive communication with villa owners by phone, email, and in person; document requests, commitments, and follow-up.
• Coordinate owner and authorized guest reservations, arrival details, special requests, and departure arrangements in accordance with rental agreements and resort policies.
• Partner with Housekeeping, Engineering, Front Office, Reservations, and Accounting to prepare villas for owner arrivals and resolve service concerns.
• Track maintenance requests, inspections, preventive maintenance, and approved improvement projects; communicate status and anticipated completion dates to owners.
• Coordinate estimates and obtain required owner and management approvals before scheduling work or authorizing charges within delegated authority.
• Maintain accurate owner contact records, villa profiles, reservation restrictions, work orders, correspondence, and approval documentation while protecting confidential information.
• Assist owners with questions about statements, charges, and rental program procedures; research discrepancies with Accounting and route financial decisions to authorized leaders.
• Conduct or coordinate villa condition reviews, document deficiencies, and follow up on corrective actions and readiness standards.
• Handle escalated owner concerns with sound judgment, recommend solutions within policy, and promptly involve leadership when additional authority is needed.
• Prepare owner communications and status reports; identify recurring concerns, overdue requests, and opportunities to improve response times and owner satisfaction.
• Support owner onboarding, meetings, and rental program updates; explain approved procedures without making unauthorized contractual or revenue commitments.
• Provide day-to-day guidance and training to coordinators, assist with coverage, model service standards, and perform other related duties as assigned.

Benefits

• Medical, dental, and vision coverage.
• 401(k) retirement savings plan.
• Paid time off and holiday benefits.
• Life insurance, disability coverage, and employee assistance resources, where offered.
• Employee hotel and resort discounts, where available.
• Training, professional development, and career growth opportunities.

What This Job Offers

• Job Type: Full-time
• Education Level: High school or GED