Onboarding Coordinator

About Rise Collective

Rise Collective thrives on collaboration and expertise, uniting diverse brands to elevate hospitality, design, and real estate. From premier vacation rentals to custom home builds and expert real estate services, we prioritize seamless experiences and lasting relationships, guiding clients every step of the way.

The Onboarding Coordinator plays a crucial role in managing the transition of new properties into our portfolio. This position focuses on coordinating all aspects of the onboarding process, from initial homeowner outreach to ensuring property rental readiness and a healthy listing. The Onboarding Coordinator works closely with homeowners, internal teams, and vendors to ensure a smooth onboarding experience, overseeing the setup and integration of properties into various systems.

The ideal candidate will have strong organizational skills, excellent communication abilities, and a detail-oriented mindset.

• Homeowner Communication :
  Serve as the primary point of contact for homeowners during the onboarding process. Coordinate introductory emails and initial meetings with homeowners to gather necessary information, review timelines, and address any questions. Maintain communication with Sales Representatives and other stakeholders throughout the onboarding process.
• Data Collection & Management :
  Gather and verify all necessary information from homeowners, including property information, vendor details, access codes, and permits. Ensure all data is accurately entered into internal systems like Notion and Guesty. Manage homeowner access to these platforms.
• Vendor Coordination :
  Coordinate with cleaning, maintenance, and photography vendors to schedule home services such as inspections, deep cleans, and photo shoots. Manage timelines to ensure vendors are assigned promptly, services are completed on schedule, and quality meets company standards for excellence and responsiveness.
• Listing Setup/Launch :
  Oversee the creation of property listings in Guesty, ensuring all required fields are filled, and relevant photos, descriptions, and amenities are included. Manage the setup of access locks, gate codes, and other security systems, ensuring that both homeowners and internal teams have proper access. Review all property details, pricing, and systems setup prior to activating listings. Coordinate with internal teams to finalize automations and prepare properties for live listing on multiple distribution channels such as Airbnb, VRBO, and  Review third-party distribution channels to ensure all units are successfully uploaded to listing sites.
  
  Promptly identify and troubleshoot any upload issues to ensure listings are live and visible across platforms.
• Compliance & Permitting :
  Ensure homeowners provide all necessary permits and licenses for their properties. Coordinate with third-party compliance services when needed and maintain accurate records in Notion and Guesty.
• Financial Coordination :
  Assist homeowners in setting up billing for onboarding services, including photography, initial cleaning, and necessary purchases. Coordinate with the finance team to ensure accurate recording of management fees, pricing updates, and vendor payments.
• Post Go-Live Support :
  Once a property is live, provide homeowners with access to the Owner Portal, maintain communication about listing adjustment requests, and coordinate any additional needs such as tax filings or dynamic pricing consultations with cross-functional teams.

• 5 years of experience in the vacation rental management industry.
• 5 years of experience in third-party booking platform management.
• 5 years of experience managing client relationships.
• Proven excellence with customer/stakeholder service.
• Experience working in Google Workspace or similar software.
• Experience with work order, ticket or task management software.
• Relevant work experience and education may be accepted in lieu of specific experience and background.

• You are a quick learner, pick up new software quickly, and can constantly adapt to changes in platforms and technologies.
• Effective time management, organization, and prioritization skills with the ability to focus on varied projects simultaneously.
• Resourceful and able to work independently with initiative and good judgment. Ability to handle complex processes proactively and independently.
• Proficiency in property management software (e.g., Guesty) and collaboration tools (e.g., Notion, Slack).
• Experience working with third-party vendors such as cleaners, photographers, and maintenance personnel.
• Able to identify problems, research alternatives, provide solutions, and/or resolve issues promptly.
• Excellent analytical skills with the ability to interpret data and generate actionable insights.
• You are a self-starter who can independently meet deadlines in a fast-paced environment.
• You take accountability for the things you say you’ll do, under-promise and over-deliver.
• Possess a…