Vacation Rentals Liaison

• Review Daily Owner Arrival Reports to assist in scheduling your inspections for each day.
• Inspect 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.

• 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.

• 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.

• Attend Associate meetings, as requested
• Maintain Club brands
• Assist in the development of QR Codes
• Assist with Club projects, as warranted and instructed
• Maintain golf cart, per Club requirements and standards
• Attend Ocean Reef University classes, as recommended
• Coordinate with Property Owner Associations, as warranted
• Promote and maintain a safe work environment

• Conduct regular safety inspections of exterior of residences to identify potential hazards
• Oversee assigned residences in order to keep our Member's properties safe, secure and functioning properly.

• Coordinate 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 warranted
• Maintain 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 invoicing
• Coordinate with all departments - Housekeeping, Engineering, etc.
• Respond to in-residence pleas for assistance (i.e.: technical issues; etc.)
• Review Complaint Log daily and respond accordingly
• Provide Welcome Calls, as instructed
• Maintain Residence Log with accurate information (i.e.: Internet passcodes, etc.)

• Check all audio/visual components and set televisions/radios to the default channels
• Check Internet
• Inspect furnishings and appliances
• Check to ensure all lights are working
• Erase phone messages, turn off alarm clocks
• Inventory kitchen housewares and replace as warranted
• Check pool/spas to ensure they are operating correctly and temperatures are set per seasonal requirements
• Call for landscaping, pest control and power washing services
• Inspect 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 low
• Set indoor thermostat per seasonal requirements (confirm air conditioner or heater is on)
• Walk residence and verify Housekeeping has staged residence properly
• Verify the safe is open and empty
• Check all lights, TV'S, phones, electric equipment
• A/C setting to 76 and Humidistat set to on
• Flush all Toilets
• Check bathrooms, showers, sinks, tubs for leaks and running toilets
• Stove/Microwave/Refrigerator/Ice Maker/Dishwasher working properly
• Check all carpets, rugs, chairs and sofas are clean, and free of tears
• Lock and secure all doors
• Patio/pool/grill
• Check all areas for damage
• Perimeters of property
• Check all owners closets/garages are secured
• Ensure in-residence signage is present and accurate (i.e.: Internet passcodes, etc.)

Ocean Reef Club