Maintenance Billing Coordinator in Bradenton, Florida at Gulf Coast Property Management

Who We Are And What We Do

We are Gulf Coast Property Management (GCPM) and we assist property owners and investors with the business of renting their rental homes. We bridge the gap between property owners, residents, and guests by providing professional marketing, leasing, and management services on their behalf. We are passionate about what we do and about expanding our customer base.

Maintenance Billing Coordinator – Full Time

Vacation Rental Division – Lakewood Ranch Office

$52,000 - $55,000

What We Need

We are currently recruiting for the position of Maintenance Billing Coordinator – Full Time within our Vacation Rental Division, based out of our Lakewood Ranch office.

You will be trained in our processes and procedures utilizing your knowledge, skills, abilities, education, and passion for this career.

We are looking for a career-minded individual with a positive attitude and a willingness to go the extra mile. The right candidate should be detail oriented, organized, tech savvy, and possess strong written communication skills.

This role requires someone who is process-driven and comfortable working in a fast-paced environment where maintenance events are frequent and timely communication is critical. We are a driven team, and we need people who possess the initiative to help us succeed and grow. This is a FAST-paced industry and self-direction is critical.

Overview

This is an office-based position located in our Lakewood Ranch home office supporting the Vacation Rental Maintenance team.

In this role, you will be responsible for managing and communicating maintenance-related charges to property owners before they appear on monthly statements. The goal of this position is to provide clear, proactive communication that eliminates surprises and reduces follow-up questions from owners.

You will review completed work orders generated through our Vacation Rental operations, compile supporting documentation, and create what we refer to as a “Work Order Owner Packet.” This packet includes a clear explanation of what occurred during a guest stay or turnover, what work was performed, and any recommended follow-up or preventative actions.

Once prepared, the packet will be reviewed internally by the Account Manager. After approval, you will send the finalized communication to the property owner and enter the invoice into our property management software, ensuring accurate billing on the owner’s ledger.

This role plays a key part in ensuring a high level of transparency and trust between our company and our property owners.

What Does This Role Require To Be Successful?

Essential Job Functions

• Review completed vacation rental work orders and associated vendor invoices
• Create clear, concise written summaries explaining maintenance events to property owners
• Compile and organize supporting documentation, including invoices, reports, and photos
• Prepare and deliver “Work Order Owner Packets” for internal review
• Collaborate with Account Managers to ensure accuracy and alignment prior to owner communication
• Send approved maintenance communications to property owners in a professional and timely manner
• Enter invoices and charges accurately into company property management software
• Ensure all billing is properly documented and reflected on owner ledgers
• Maintain strong attention to detail and consistency in all communications and data entry
• Deliver a high level of customer service and uphold company quality standards at all times
• Performs other duties as assigned based on company needs

CORE COMPETENCIES:

• Performs effectively in a fast-paced, detail-oriented environment
• Demonstrates consistency, accuracy, and accountability in daily tasks

Professional and Technical Expertise
• Applies job-related technical knowledge effectively
• Understands systems, processes, and billing workflows

Adaptability
• Responds positively to change and adjusts behavior as needed
• Remains flexible and open to new or unfamiliar situations

Critical Thinking
• Analytically and logically evaluates information to resolve problems
• Reviews documentation for accuracy, completeness, and potential discrepancies

Communication
• Clearly conveys information in writing with professionalism and accuracy
• Ensures messaging is easy for owners to understand with minimal follow-up required

Customer Focus
• Anticipates and responds to owner needs and expectations
• Works to minimize confusion and improve the overall owner experience

Education and Experience

• High School Diploma or equivalent is required
• Previous experience in property management or vacation rental operations preferred
• Accounts payable or billing experience is a plus
• Experience working with property management software is a plus
• Strong written communication skills required

Knowledge, Skills, and Abilities

• Strong attention to detail and organizational skills
• Proficient in using computers and software systems
• Ability to write clear, professional, and informative emails
• Able to manage multiple tasks and deadlines in a fast-paced environment
• Highly responsive, reliable, and process-driven
• Ability to work independently while collaborating with team members

PHYSICAL AND ENVIRONMENTAL REQUIREMENTS

To perform this job successfully, an individual must possess certain physical abilities and be able to tolerate work-related environmental conditions. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential job functions.

PHYSICAL AND DEXTERITY REQUIREMENTS: This position requires limited physical exertion. Duties are primarily sedentary and involve extended periods of sitting, typing, and computer use.

ENVIRONMENTAL HAZARDS: This position operates in a standard office environment with minimal exposure to environmental hazards.

SENSORY REQUIREMENTS: The job requires normal visual acuity, hearing, and communication abilities.

What does Gulf Coast Property Management Offer in Return?

Benefits For You, Your Family, and Your Future

Besides joining a stable organization in a hot industry sector, you'll enjoy an environment that fosters career growth, promotions, recognition, as well as Competitive Compensation and a Benefits Package which includes Medical Insurance, Matching 401K, PTO, Paid Holidays, And Bonus Potential.

Longevity

As one of the area’s leading management companies of privately owned rental homes, we offer a level of service that's unheard of when it comes to managing such properties. This ensures an enviable degree of employment stability in often uncertain times.