Maintenance Administrative Coordinator

Position: Maintenance & Property Operations Coordinator

About O'Neal Vacation Rentals

O'Neal Vacation Rentals (OVR) is a locally owned vacation rental management company based in Santa Cruz County. We manage nearly 100 vacation homes and are known for delivering exceptional service to both homeowners and guests. Our mission is simple: care for every home as if it were our own and create outstanding guest experiences that drive five-star reviews and homeowner trust.

We are a fast-growing company that values accountability, ownership, innovation, and teamwork. We move quickly, solve problems proactively, and continuously look for ways to improve.

Position Overview

The Maintenance & Property Operations Coordinators serve as the operational hub for all property maintenance activities across our portfolio. This role is responsible for coordinating repairs, managing vendor relationships, communicating with homeowners and guests, and ensuring maintenance issues are resolved quickly and professionally.

Success in this role requires exceptional organization, urgency, problem-solving skills, and the ability to manage multiple priorities simultaneously. The ideal candidate thrives in a fast-paced environment, communicates confidently, and takes ownership of outcomes rather than simply completing tasks.

Key Responsibilities

Maintenance Coordination & Vendor Management

Coordinate maintenance and repair work across all managed properties

Dispatch vendors, technicians, and handymen based on priority and urgency

Monitor progress of open work orders and ensure timely completion

Verify quality of completed work and follow up when standards are not met

Build and maintain strong relationships with vendors and service providers

Obtain estimates, approvals, and scheduling commitments from vendors

Identify opportunities to improve response times, costs, and service quality

Homeowner Communication

Communicate with homeowners regarding maintenance needs, repair recommendations, estimates, and approvals

Provide timely updates on active projects and ongoing repairs

Help homeowners make informed decisions while protecting their property and investment

Guest Experience Support

Coordinate maintenance solutions during guest stays with minimal disruption

Communicate professionally with guests regarding repair visits and issue resolution

Work closely with Guest Support to ensure maintenance issues do not negatively impact the guest experience

Property Operations

Assist with property inspections as needed

Troubleshoot basic property issues including smart locks, WiFi, thermostats, TVs, lighting, and other common vacation rental systems

Coordinate deliveries and inventory-related maintenance supplies

Help ensure properties remain safe, functional, and guest-ready

Team Collaboration

Work closely with Operations, Guest Support, Housekeeping, and Leadership teams

Participate in team meetings and operational planning

Contribute ideas that improve efficiency, systems, and service quality

What Success Looks Like

Maintenance issues are resolved quickly and effectively

Homeowners receive proactive communication and trust OVR's recommendations

Vendors show up when scheduled and complete work to standard

Guest-impacting issues are minimized and resolved with urgency

Work orders are organized, documented, and tracked accurately

Team members can rely on you to follow through and own outcomes

Qualifications

Strong organizational and project coordination skills

Excellent verbal and written communication

Ability to prioritize multiple tasks in a fast-paced environment

Strong problem-solving and critical-thinking abilities

Experience coordinating vendors, contractors, maintenance, hospitality, property management, construction, or operations preferred

Comfortable using software, mobile apps, and technology platforms

Highly responsive, dependable, and detail-oriented

Ability to remain calm and professional under pressure

Valid driver's license and reliable transportation

Physical Requirements

Ability to walk properties and conduct inspections

Ability to lift and carry up to 25 pounds regularly and up to 50 pounds occasionally

Ability to bend, kneel, squat, climb stairs, and perform light troubleshooting activities

Why Join OVR

Work with a growing local company that values its people

Be part of a high-performing and supportive team

Opportunity for professional growth and increased responsibility

Make a direct impact on homeowner satisfaction and guest experiences

Competitive compensation based on experience

This position description is intended to describe the general nature and level of work being performed and is not intended to be an exhaustive list of responsibilities.

Pay: $23.00 - $26.00 per hour

Benefits:

Health insurance

Paid time off

Professional development assistance

Application Question(s):

Describe your most relevant experience. What did a day in that role look like? (Note: this role will not be personally fixing things at properties. It is an administrative role, coordinating things like repairs, maintenance, and house cleaner communication.)

Why did you leave your last role and what are you looking for in your next position?

Are you located in Santa Cruz? If not, what is your plan for relocation?

What attracted you to this position and why do you think you would be successful in it?

Work Location: In person