Onboarding Coordinator in Bradenton, Florida at Prime Vacations

The Onboarding Specialist is responsible for coordinating the successful onboarding of new vacation rental homes into the company's portfolio. This role serves as the primary point of contact during the onboarding process, ensuring clear communication with homeowners and seamless collaboration across internal departments. The Onboarding Specialist manages the onboarding timeline, coordinates required tasks, monitors progress, and ensures each property is fully prepared for its first reservation.
Key Responsibilities
• Serve as the primary point of contact for homeowners throughout the onboarding process, providing exceptional customer service and regular updates.
• Coordinate the onboarding workflow from signed management agreement through the property's first available booking.
• Create, assign, and monitor onboarding tasks to ensure deadlines are met across all departments.
• Collaborate with Marketing, Revenue Management, Housekeeping, Maintenance, Inspections, Inventory, and Operations teams to ensure all onboarding requirements are completed.
• Schedule and coordinate property walkthroughs, inspections, photography, floor plans, and vendor appointments.
• Verify all required homeowner documentation, property information, utility accounts, and access details are collected and accurately entered into company systems.
• Ensure listing content, amenities, inventory, house manuals, Wi-Fi information, and property details are complete prior to publication.
• Track onboarding progress using project management tools and provide proactive communication regarding outstanding items.
• Identify potential delays and work with internal teams and homeowners to resolve issues quickly.
• Maintain accurate records and documentation throughout the onboarding process.
• Ensure all company onboarding standards, procedures, and quality expectations are consistently followed.
• Conduct a final quality assurance review before the property becomes active for reservations.
Qualifications
• 2+ years of experience in project coordination, customer service, hospitality, vacation rental management, or property management preferred.
• Excellent organizational and time management skills with the ability to manage multiple projects simultaneously.
• Strong written and verbal communication skills.
• Exceptional attention to detail and follow-through.
• Ability to prioritize tasks in a fast-paced, ever-changing environment.
• Strong problem-solving and critical thinking abilities.
• Proficient in Microsoft Office Suite and cloud-based software platforms.
• Experience with vacation rental software such as Track, Breezeway, HubSpot, Ramp or similar platforms is preferred.
Core Competencies
• Project Coordination
• Customer Relationship Management
• Communication and Follow-Up
• Organization and Planning
• Cross-Department Collaboration
• Time Management
• Problem Solving
• Attention to Detail
• Adaptability
• Accountability
Success Measures
A successful Onboarding Specialist will:
• Deliver a seamless and positive onboarding experience for homeowners.
• Ensure new properties are onboarded accurately and on schedule.
• Maintain consistent communication with homeowners throughout the onboarding process.
• Coordinate departments effectively to minimize onboarding delays.
• Ensure every home meets company quality standards before going live.
• Contribute to improved operational efficiency and homeowner satisfaction through proactive planning and execution.