Maintenance Coordination and Billing Vacation Rentals 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 Coordination and Billing Vacation Rentals– Full Time

Vacation Rental Division – Lakewood Ranch Office

$52,000 - $55,000

What We Need

We are currently recruiting for a Maintenance Coordinator and Billing – Vacation Rental (Full-Time) within our Vacation Rental Division, based out of our Lakewood Ranch office.

We are seeking a career-minded individual who is detail-oriented, organized, tech-savvy, and thrives in a fast-paced environment. This role requires strong written communication skills, accountability, and the ability to manage multiple workflows simultaneously.

Overview

This is an office-based position supporting the Vacation Rental Maintenance team.

In this role, you will manage maintenance-related billing communications with property owners while also coordinating maintenance operations to ensure timely resolution of issues impacting guests and properties.

You will review completed work orders, compile documentation, create owner-facing summaries (“Work Order Owner Packets”), and ensure accurate billing. Additionally, you will play a key role in coordinating maintenance requests, vendor dispatch, and communication across teams.

Essential Job Functions

Billing & Owner Communication

• Review completed vacation rental work orders and vendor invoices
• Create clear, concise written summaries explaining maintenance events
• Compile and organize supporting documentation (invoices, reports, photos)
• Prepare and deliver “Work Order Owner Packets” for internal review
• Collaborate with Account Managers for accuracy prior to owner communication
• Send approved communications to property owners in a timely, professional manner
• Enter invoices and charges accurately into property management software
• Ensure all billing is properly documented on owner ledgers

Maintenance Coordination

• Monitor and respond to incoming maintenance requests through Desk365
• Review and assess each request to accurately diagnose issues and determine next steps
• Dispatch appropriate vendors based on scope and urgency
• Coordinate scheduling between vendors, guests, and internal teams
• Provide timely updates to the Customer Service team for guest communication
• Track and manage work orders from initiation through completion
• Ensure all work is completed properly, documented, and closed out in the system
• Proactively identify potential issues and recommend follow-up or preventative work

General Responsibilities

• Maintain strong attention to detail and consistency in all communications
• Deliver a high level of customer service and uphold company standards
• Perform other duties as assigned based on company needs

Schedule

• Full-time, in-office position
• Workdays: Friday through Tuesday
• Days Off: Wednesday and Thursday
• Includes Saturday and Sunday as part of the standard workweek

This schedule aligns with peak guest activity and ensures strong weekend maintenance support.

Core Competencies

• Ability to perform effectively in a fast-paced, detail-oriented environment
• Strong accountability, accuracy, and consistency
• Adaptability and flexibility in changing situations
• Critical thinking and problem-solving skills
• Professional written communication
• Strong customer focus and service mindset

Education and Experience

• High School Diploma or equivalent required
• Property management or vacation rental experience preferred
• Billing or accounts payable experience is a plus
• Experience with property management systems preferred
• Strong written communication skills required

Knowledge, Skills, and Abilities

• Strong attention to detail and organization
• Ability to manage multiple priorities and deadlines
• Proficient in computer systems and software
• Ability to work independently and collaboratively
• Highly responsive and process-driven

Work Environment

This is a primarily sedentary, office-based role involving extended periods of sitting, typing, and computer use in a standard office environment.

What Gulf Coast Property Management Offers

• Competitive compensation
• Medical insurance
• 401(k) with company match
• Paid Time Off and holidays
• Bonus potential
• Career growth opportunities within a stable and growing company