Home Services Rental Coordinator - Full Time

Promontory Club is seeking qualified candidates for the position ofHome Services Rental Coordinator (Full-Time).

The Home Services Rental Coordinator is responsible for overseeing the daily operations and administration of Promontory Club's rental program while providing operational support to the Home Services Department. Reporting to the Home Services Director, this position serves as a primary liaison between participating homeowners, rental guests, and external vendors. The role ensures rental properties meet established Club standards, reservations and guest services are coordinated efficiently, financial records are maintained accurately, and all rental activities comply with current Club policies and procedures.

The Rental Coordinator maintains proactive communication with homeowners and guests, promptly addresses service requests and operational concerns, and keeps the Home Services Director informed of ongoing issues, actions taken, and their resolution, escalating matters when appropriate. This position plays an important role in delivering consistent, high-quality experience while supporting the continued success of the Rental program and Home Services Department.

Essential Duties and Responsibilities:

• Manage and monitor work orders submitted by Home Services Representatives, coordinate timely completion with appropriate personnel, and provide updates on outstanding items to the Home Services Director.
• Serve as a primary contact for Home Services clients via phone, email, and in-person interactions.
• Manage rental inquiries, reservations, and bookings while ensuring accurate scheduling, timely communication, and compliance with established rental policies and procedures.
• Coordinate schedules with external vendors to ensure timely completion of work within the Home Services program.
• Coordinate and communicate housekeeping needs for rental units and private homes.
• Process Home Services invoices and coordinate rental program billing for guests.
• Maintain organized project files and accurate records for future reference using standard office systems and equipment.
• Conduct and document regular inspections of rental properties to ensure cleanliness, maintenance, safety, and presentation standards are consistently maintained. Coordinate corrective action with appropriate departments and vendors.
• Prepare accurate monthly rental reports, reconcile rental activity and associated charges, and coordinate with Accounting to ensure timely and accurate financial reporting.
• Provide administrative and field support to Home Services Technicians and Housekeepers, as needed.
• Adhere to all company safety and security policies and procedures; report accidents, injuries, and unsafe work practices; and complete required safety trainings and certifications.
• Perform other duties as assigned to support a positive and satisfactory member and guest experience.
• Coordinate timely responses to urgent rental property issues, including after-hours emergencies, by communicating with homeowners, guests, vendors, and appropriate Club personnel in accordance with established procedures.
• Collaborate with Marketing to maintain accurate rental property information, promote available properties, and support initiatives that increase rental program participation and occupancy.
• Maintain up-to-date knowledge of club and membership usage policies and rules.
• Conduct semiannual training and policy review meetings with the Sales team to ensure a thorough understanding of current Home Services rules, regulations, policies, and operational procedures. Communicate policy updates and address questions to promote consistency, accuracy, and alignment in information shared with prospective and existing members.

Qualifications

Education and Certifications: High school diploma or general education degree (GED) required; bachelor’s degree in a related field preferred.

Previous Experience Required: Experience with luxury hospitality, vacation rental operations, or property management. Candidates must demonstrate strong written and verbal communication skills and proficiency with Microsoft Office (Word, Excel, Outlook). Familiarity with property management systems, including NorthStar Club Management software, is a plus.

Required Skills and Competencies: Strong organizational, communication, and problem-solving skills with the ability to manage multiple priorities independently. Demonstrated attention to detail, sound judgment, and a commitment to exceptional member and guest service. Ability to coordinate effectively with homeowners, Club departments, and external vendors while maintaining confidentiality, following established policies, and identifying opportunities for operational improvement.

Physical Requirements: Ability to perform duties in both office and field environments, including prolonged sitting/standing, walking and driving between locations, climbing stairs, bending/reaching, and lifting/moving up to 50 pounds occasionally and up to 20 pounds frequently.

Must be authorized to work in the United States without sponsorship.

• Ability to work holidays, weekends, and both a.m. and p.m. shifts.
• Ability to work extended periods of time and travel between buildings as required.
• Valid driver’s license required.

Compensation: This is a salaried, exempt position with an annual salary of $64,000.

Promontory offers competitive wages and benefits, including (but not limited to) medical, dental, and vision coverage; disability and life insurance; vacation pay; holiday pay; and golf on award-winning courses.

Promontory Club is an Equal Opportunity Employer.

All qualified applicants will receive consideration for employment without regard to race, color, ancestry, national origin, religion, creed, age (over 40), disability (mental or physical), sex, gender identity, sexual orientation, gender expression, medical condition, genetic information, marital status, military status, or veteran status.