Housekeeping Manager

Position Overview

Vacay Whitefish is seeking a highly organized, dependable, and detail-oriented Housekeeping Manager to oversee the cleanliness, readiness, and supply levels of our vacation rental properties throughout Whitefish and the surrounding area.

The Housekeeping Manager will be responsible for coordinating and scheduling our network of contracted housekeepers, ensuring properties are cleaned and prepared to Vacay Whitefish standards, maintaining appropriate inventory and supplies, and conducting quality-control inspections when necessary.

This is a critical position within our company. A clean, well-stocked and properly prepared property is one of the most important components of a successful guest stay, positive reviews, and long-term owner relationships.

The ideal candidate is someone who takes pride in exceptional hospitality, has strong organizational and communication skills, can manage multiple priorities at once, and is willing to personally step in when needed to ensure our properties meet our standards.

Primary Responsibilities

1. Housekeeper Scheduling & Coordination

• Schedule and coordinate contracted housekeepers for all Vacay Whitefish properties.
• Monitor upcoming reservations and departures to ensure every property has appropriate cleaning coverage.
• Assign cleanings based on property size, location, checkout/check-in times, and housekeeper availability.
• Communicate cleaning schedules clearly and promptly to contracted housekeepers.
• Monitor changes to reservations, cancellations, early check-ins, late checkouts, maintenance issues, and other circumstances that may affect cleaning schedules.
• Find replacement housekeepers when a scheduled cleaner becomes unavailable.
• Maintain strong working relationships with contracted housekeeping teams.
• Hold housekeepers accountable to established Vacay Whitefish cleaning standards.
• Communicate recurring issues or performance concerns to management.
• Help onboard and train new contracted housekeepers on Vacay Whitefish standards and procedures.
• Maintain an up-to-date list of available housekeepers and their property assignments.

2. Property Cleanliness & Quality Control

• Ensure every property is cleaned and prepared to Vacay Whitefish standards before each guest arrival.
• Establish and maintain detailed cleaning standards and checklists for each property.
• Conduct periodic inspections of properties to ensure quality and consistency.
• Perform or arrange inspections when a guest reports a cleanliness issue.
• Identify recurring cleanliness problems and work with housekeepers to correct them.
• Ensure kitchens, bathrooms, bedrooms, living areas, outdoor spaces, and other guest-accessible areas are properly cleaned and prepared.
• Verify beds are properly made and linens are clean and properly presented.
• Ensure trash, recycling and other housekeeping-related items are properly handled.
• Confirm that properties are properly staged and ready for the next guest.
• Pay particular attention to high-touch areas and details that can affect guest reviews.
• Monitor the condition of furniture, linens, towels, kitchen supplies, appliances, décor and other items while conducting inspections.
• Report maintenance, damage, missing items, or unusual conditions to the appropriate Vacay Whitefish team member.

3. Property Stocking & Inventory Management

• Maintain appropriate inventory levels of guest supplies throughout the Vacay Whitefish portfolio.
• Ensure properties are adequately stocked prior to guest arrival.
• Monitor supplies such as:
• Toilet paper
• Paper towels
• Tissues
• Trash bags
• Dish soap
• Dishwasher detergent
• Laundry supplies
• Hand soap
• Shampoo and conditioner
• Cleaning supplies
• Coffee and guest amenities
• Kitchen consumables
• Linens and towels
• Other property-specific supplies
• Maintain inventory of housekeeping supplies and communicate purchasing needs to owners.
• Establish appropriate minimum inventory levels for commonly used supplies.
• Monitor supply usage and identify excessive waste or unusual consumption.
• Coordinate delivery or placement of supplies at properties when needed.
• Ensure supplies are stored neatly and appropriately.
• Help maintain an organized inventory of linens, towels, cleaning products and other housekeeping materials.
• Identify missing, damaged, worn or inadequate supplies and coordinate replacement.

4. Guest Experience

The Housekeeping Manager plays a direct role in protecting the Vacay Whitefish guest experience.

Responsibilities include:

• Ensure each property is guest-ready and meets the expectations established in the property's listing.
• Respond quickly to cleanliness or housekeeping-related guest issues.
• Coordinate corrective cleaning when necessary.
• Work with Guest Services and other Vacay Whitefish team members to resolve issues quickly.
• Treat guest complaints as opportunities to identify and correct operational problems.
• Monitor guest reviews for recurring housekeeping concerns.
• Communicate trends or recurring complaints to management.
• Help ensure that every guest arrives at a property that is clean, comfortable, properly stocked and professionally presented.

5. Communication & Team Coordination

The Housekeeping Manager will work closely with the Vacay Whitefish management, Guest Services, Maintenance and Operations teams.

Responsibilities include:

• Communicating daily with housekeepers regarding schedules and property needs.
• Maintaining clear communication regarding changes to reservations and cleaning schedules.
• Coordinating with Maintenance when housekeeping identifies repairs or property issues.
• Communicating with Guest Services regarding guest-related housekeeping concerns.
• Communicating supply needs to management.
• Keeping management informed of recurring housekeeper, cleanliness, supply or property issues.
• Responding promptly to calls, texts and other communications related to urgent housekeeping matters.
• Maintaining accurate records of cleaning schedules, inspections and supply needs.

Scheduling & Operational Responsibilities

Because vacation rentals operate on constantly changing reservation schedules, the Housekeeping Manager must be comfortable working in a dynamic environment.

The position will be responsible for:

• Reviewing upcoming arrivals and departures.
• Identifying cleaning requirements.
• Scheduling contracted cleaners.
• Confirming cleaning assignments.
• Adjusting schedules when reservations change.
• Coordinating same-day turnovers.
• Managing last-minute cleaning needs.
• Addressing call-outs and staffing shortages.
• Coordinating deep cleans and special cleaning projects.
• Scheduling seasonal or property-specific cleaning needs.
• Ensuring no property is inadvertently left without a scheduled cleaning.

The Housekeeping Manager should maintain a forward-looking approach, regularly reviewing the upcoming schedule rather than simply reacting to same-day issues.

Standards & Procedures

The Housekeeping Manager will help develop, maintain and enforce Vacay Whitefish housekeeping standards.

This includes:

• Creating property-specific cleaning checklists where necessary.
• Establishing expectations for bedrooms, bathrooms, kitchens, living spaces and outdoor areas.
• Establishing standards for linen and towel presentation.
• Establishing stocking standards.
• Establishing standards for property staging before guest arrival.
• Updating procedures as operational needs change.
• Training contracted housekeepers on expectations.
• Monitoring compliance with standards.
• Recommending improvements to housekeeping processes.

The goal is consistency. Guests should receive the same high level of cleanliness and preparation regardless of which housekeeper cleaned the property.

Quality Assurance

The Housekeeping Manager will be responsible for maintaining a system of quality control across the portfolio.

This may include:

• Random property inspections.
• New-housekeeper inspections.
• Post-complaint inspections.
• Pre-arrival inspections when appropriate.
• Seasonal inspections.
• Inspection of properties following deep cleans.
• Review of guest feedback.
• Tracking recurring housekeeping deficiencies.
• Following up with housekeepers when standards are not met.

When deficiencies are identified, the Housekeeping Manager is expected to communicate the issue clearly and ensure it is corrected.

Emergency & Last-Minute Responsibilities

Vacation rentals occasionally require immediate attention.

The Housekeeping Manager may be required to assist with or coordinate:

• Same-day emergency cleanings.
• Guest-reported cleanliness problems.
• Last-minute housekeeper cancellations.
• Unexpected spills or messes.
• Missing linens or supplies.
• Excessive guest messes.
• Property damage discovered during cleaning.
• Special cleaning following maintenance work.
• Cleaning after unauthorized parties or events.
• Other urgent housekeeping situations.

The Housekeeping Manager is not expected to personally perform every emergency cleaning but must take ownership of finding an appropriate solution.

Technology & Administrative Responsibilities

The Housekeeping Manager will utilize Vacay Whitefish's property-management and communication systems to manage housekeeping operations.

Responsibilities may include:

• Maintaining accurate cleaning schedules within the company's property-management system.
• Updating cleaning assignments.
• Reviewing reservation calendars.
• Communicating with housekeepers through approved communication platforms.
• Documenting inspections and property issues.
• Tracking supply inventory.
• Recording housekeeping-related problems.
• Reviewing guest feedback related to cleanliness.
• Maintaining accurate records of contracted housekeeper assignments and performance.

Experience with vacation-rental or property-management software is preferred, but training will be provided.

Pay: $75,000.00 - $80,000.00 per year

Benefits:

• Flexible schedule
• Opportunities for advancement
• Paid time off

Work Location: Hybrid remote in Whitefish, MT 59937

Salary : $75,000 - $80,000