Operations Coordinator

Kalos Vacation Dwellings

Nashville Operations Coordinator

Terms of Employment: Full-time, Salary

Supervisor: Director of Operations

Job summary:

The Operations Coordinator is responsible for overseeing the daily operations of our homes in Nashville, ensuring they are clean, well-maintained, and ready for guest arrivals. This role involves coordinating communication between guests, cleaners, inspectors, and maintenance teams to ensure smooth operations. The Operations Coordinator will manage scheduling, streamline processes, and optimize workflows to maintain high standards of quality and efficiency. Key responsibilities include managing property inspections, overseeing the training of staff, maintaining accurate records, resolving maintenance issues, ensuring compliance with regulations, and fostering positive interactions with guests and property owners. The ideal candidate will have strong organizational, leadership, and problem-solving skills, along with a commitment to delivering exceptional guest experiences.

Communication:

• Act as the primary point of contact between guests, cleaners, inspectors, and maintenance teams to ensure properties are properly prepared and maintained between stays.
• Respond promptly to inquiries from all stakeholders, ensuring smooth communication and problem resolution.

Implementation of Operational Excellence through Scheduling Mastery:

• Spearhead the execution of operational processes by efficiently managing scheduling systems (e.g., Breezeway) to optimize cleaning and maintenance routines.
• Collaborate with internal teams and external partners to ensure streamlined operations and coordination of services.
• Work closely with the warehouse lead to support vendor relationships, inventory management, and organization of supplies.

Team Leadership:

• Lead the hiring, onboarding, and training of part-time and full-time property inspectors in coordination with the Director of Operations.
• Lead the hiring, onboarding, and training of the Kalos cleaning team, ensuring high standards of cleanliness and efficiency.

Data Management:

• Maintain accurate records in property management software (e.g., Breezeway) and ensure all data is handled with confidentiality.
• Provide regular updates to the Director of Operations on project statuses, completed tasks, and any challenges faced.

Documentation & Reporting:

• Prepare and maintain detailed inspection reports, including photographs and notes on findings, maintenance needs, and recommendations for repairs or improvements.
• Ensure clear, thorough documentation of all property inspections and maintenance activities.

Issue Identification & Problem Solving:

• Detect and report potential safety hazards, code violations, or maintenance issues and collaborate with maintenance teams to ensure timely resolution.
• Conduct follow-up inspections to confirm issues have been resolved and quality standards have been met.

Quality Control:

• In coordination with the Director of Maintenance, monitor the quality of repairs and maintenance work performed by both external vendors and in-house staff, ensuring compliance with company standards.
• Ensure that all properties are in excellent condition and ready for guest arrivals.
• Make improvement recommendations to maintain and improve properties ensuring they all meet Kalos standards for guests.

Guest & Owner Interactions:

• Serve as a point of contact for guests and property owners, ensuring immediate communication of any important updates or issues.
• Assist guests and owners with any issues, providing immediate service to resolve issues, often in-person at varying times.

Compliance Checks:

• Ensure that all properties meet local, state, and federal regulations regarding safety, health, and property standards.

Follow-Up:

• Conduct follow-up inspections to verify that all maintenance and cleanliness issues have been addressed and that properties meet operational and guest standards.

Qualifications:

• Proven experience in short-term rental operations, property management, or hospitality management.
• Strong communication and organizational skills.
• Familiarity with property management software (e.g., Breezeway) and scheduling tools.
• Ability to lead and motivate a team.
• High attention to detail and problem-solving skills.
• Ability to work under pressure and handle multiple priorities.
• Knowledge of local, state, and federal property regulations.
• Strong commitment to operational excellence and guest satisfaction.
• Flexible availability throughout the week including Saturdays and Sundays.

Working Conditions:

Work in a variety of settings, including indoors and outdoors

Extended hours may be required, including nights and weekends; frequent local travel required

Heavy lifting up to 75 pounds occasionally, regularly lifting 50 pounds

Bending, stooping, reaching, standing and sitting regularly

Use of a ladder and other light equipment regularly

Job Types: Full-time, Part-time

Pay: $20.00 - $23.00 per hour

Expected hours: No less than 30 per week

Benefits:

• Paid time off

Schedule:

• Monday to Friday
• Weekends as needed

Ability to Commute:

• Nashville, TN 37206 (Required)

Ability to Relocate:

• Nashville, TN 37206: Relocate before starting work (Required)

Work Location: In person

Salary : $20 - $23