Short-Term Rental Cleaner Coordinator

FIBI Vacation Rentals specializes in maximizing returns on short-term rental properties.
What sets us apart is our unwavering focus and ability to enhance rental revenue. Unlike
other property managers who charge high rates, FIBI begins each management partnership
with a strategic consultation, evaluating each property’s performance or potential and
devising plans to boost its profitability. We manage every aspect of the property operations,
including bookings, guest communication, cleaning/turnovers, supplies, repairs, and
maintenance. Our approach is hyper data-focused, ensuring that every decision we make is
driven by analytics to optimize investment returns.

Job Title: Vendor Coordinator
Job Type: Part-Time 10 hours/Day - Sunday & Monday

Job Summary:
We are seeking an experienced Vendor Coordinator to join our team. In this
role, you will be responsible for managing all interactions with vendors, including cleaners
and maintenance providers, ensuring compliance and quality control, scheduling tasks,
reviewing reports, and gathering, organizing, and disseminating information to various
departments. This role requires strong communication skills, attention to detail, and the
ability to handle multiple tasks efficiently.

Key Responsibilities

Cleaning Management:
? Managing Cleaning Schedule: Ensuring cleans are properly scheduled, cleaners
arrive on time to the properties, clean is properly completed and timely before guest
check-in.
? Confirm Cleaning Tasks and Checklists are Properly Completed: The cleaner
coordinator will also be responsible for reviewing the photos and completed checklist
for each clean completed in BW to ensure that the cleaner did in fact complete the
checklist appropriately, and we have all documentation that we need.
? Review Cleaning & Damage Reports: Gather further information on reported issues,
damages, and supplies needed, as reported by cleaners, organize, and disseminate
the tasks and information to all appropriate departments.
? Communicate with the Cleaners: Confirm arrival and completion of cleans, provide
feedback from guests, and gather further information or clarification regarding
reported issues, damages, or needed supplies.
? Coordinate with Cleaners regarding Early Check-In, Late Check-Out, or Luggage
Drop Off
? Document any identified issues from a check-out in the guest booking so that the
guest does or DOESN'T get an automatic 5-star review or not.

Project Management:
? Obtain quotes from multiple vendors and make recommendations on the best-suited
providers for various tasks.
? Schedule and confirm vendor services, ensuring timely arrival and completion of
tasks.
? Coordinate and oversee the work of third-party vendors, contractors, cleaners, and
maintenance staff to ensure quality services and repairs
? Task Coordination:
? Manage the cleaning and maintenance schedules, ensuring tasks are
properly completed before guest check-ins.
? Confirm completion of cleaning tasks and checklists, and review photos and
documentation to ensure quality and compliance.
? Develop and implement preventive maintenance schedules to reduce
emergency repairs.
? Communication:
? Maintain clear and prompt communication with vendors and internal
departments.
? Provide feedback from guests to vendors and gather further information or
clarification regarding reported issues or needed supplies.
? Keep all relevant parties informed about the status of maintenance and repair
requests.

? Documentation and Reporting:
? Maintain accurate records of maintenance requests, work orders, cleaning
reports, and repair activities.
? Prepare and disseminate reports on maintenance and repair work for
management.
? Document any identified issues from check-outs in guest bookings to
determine the appropriateness of automatic reviews.

? Emergency Response:
? Respond promptly to emergency maintenance requests and coordinate
urgent repairs to minimize disruption for guests and property owners.

? Budget Management:
? Monitor maintenance budgets and control costs by sourcing cost-effective
solutions and negotiating rates with vendors.

Qualifications:
? Proven experience in vendor coordination, property maintenance, or a related field.
? Experience in short-term rentals or hospitality preferred.
? Proficiency in using property management software (OwnerRez, Breezeway),
maintenance tracking systems, and Google Workspace (Gmail, Spaces, Drive).
? Excellent communication skills, both written and verbal, in English.
? Strong organizational and time-management skills, with the ability to prioritize tasks
and handle multiple projects simultaneously.
? High level of attention to detail and commitment to quality.
? Ability to work independently and as part of a team.
? Problem-solving abilities and willingness to research unknown issues.
? Have back-up power and internet.

APPLICATION INSTRUCTIONS

Please follow these application instructions carefully. Applications missing any of these components or not following these instructions will not be considered.

Video Application
1. Submit a 1-MINUTE MAX video introduction.
2. Must speak in very clear English with minimal accent.
3. Start the video by saying the word “PICKLES”.

Questions to Answer in Your Video
1. What is your relevant experience? Describe how it aligns with the responsibilities of this role.
2. How do you ensure vendors follow specific instructions, such as cleaning checklists or maintenance protocols?

Resume
Along with your Video submission, please include your resume which much detail relevant prior work experience and various software knowledge related to the Short Term Rental industry.