Vacation Rental Manager

Job Description:

The Vacation Rental Manager oversees the day-to-day operations of vacation rental properties in Ellicottville and Chautauqua. This role serves as the primary point of contact for property owners, ensuring high standards of property care, guest satisfaction, and operational efficiency. The manager leads the housekeeping and maintenance departments, coordinates with vendors, and ensures all properties meet company, owner, and regulatory expectations.

Key Responsibilities:

Owner Relations & Communication

· Serve as the direct liaison for property owners, maintaining positive, professional, and proactive communication.

· Provide regular updates on property performance, maintenance needs, housekeeping concerns, guest feedback, and financial reports.

· Address and resolve owner requests, concerns, and escalations promptly.

Operational Oversight

· Oversee daily operations across all assigned vacation rental units.

· Ensure properties are consistently prepared for guest arrivals, including cleanliness, functionality, and presentation.

· Review and enforce company standards, safety protocols, and regulatory compliance.

· Assist Director of Rental Management in developing, implementing, and improving operational procedures that increase efficiency and guest satisfaction.

Housekeeping Management

· Supervise housekeeping teams, including scheduling, training, and performance evaluations.

· Ensure housekeeping quality meets or exceeds brand and owner expectations.

· Conduct and manage routine inspections of properties to verify cleanliness and readiness.

· Manage inventory of linens, amenities, and supplies and coordinate ordering and budget tracking.

Maintenance & Facilities Oversight

· Coordinate with external vendors for repairs, preventative maintenance, and emergency issues.

· Create and manage maintenance schedules for individual properties and shared HOA facilities (e.g., pools, common areas).

· Track and document maintenance issues, resolutions, and long-term care needs.

· Ensure all work is completed safely, efficiently, and within budget.

Guest Services & Quality Assurance

· Support guest service teams by addressing major guest concerns related to property condition, cleanliness, or maintenance.

· Monitor guest feedback to identify improvement opportunities and implement corrective actions.

· Work with Director of Rental Management to enforce quality assurance standards across all rental units and common areas.

Financial & Administrative Duties

· Assist Director of Rental Management with budgeting for housekeeping, maintenance, and property improvements.

· Review and approve invoices, vendor contracts, and departmental expenses.

· Maintain accurate records of inspections, work orders, incident reports, and owner communications.

· Support the accounting and finance department in month end billing reports (e.g., owner payouts, maintenance and housekeeping billing)

Qualifications

· Proven experience in vacation rental management, property management, hospitality, customer service, or a related field.

· Strong leadership and team-management skills with experience supervising housekeeping and/or maintenance teams.

· Excellent communication and interpersonal skills, especially in owner and vendor relations.

· Strong organizational skills and an ability to manage multiple properties and priorities simultaneously.

· Knowledge of property maintenance fundamentals, housekeeping standards, and local regulations affecting short-term rentals.

· Proficiency in property management software and general administrative tools.

· Ability to work flexible hours, including weekends or holidays, based on operational needs.

Key Competencies

· Customer and owner service orientation

· Problem-solving and decision-making

· Attention to detail

· Leadership and team coordination

· Time management and multi-tasking

· Conflict resolution

· Accountability and reliability

Job Type: Full-time

Pay: $40,000.00 - $55,000.00 per year

Benefits:

• 401(k)
• Health insurance
• Paid time off

Work Location: In person

Salary : $40,000 - $55,000