Owner Relations Coordinator

Owner Relations Coordinator

Job Summary

The Owner Relations Coordinator supports the Director of Owner Relations in delivering an exceptional residential experience for owners and their guests. This position assists with owner communications, coordinates owner requests, maintains owner records, and ensures seamless service delivery through effective collaboration with hotel departments.

The ideal candidate is highly organized, service oriented, and detail-focused, with a genuine passion for luxury hospitality. This role requires excellent communication skills, sound judgment, and the ability to anticipate owner needs while maintaining the highest levels of professionalism, discretion, and confidentiality.

Key Responsibilities

• Support owner communications and assist with residence owner inquiries, requests, and service needs in a prompt and professional manner.
• Foster positive relationships with residence owners through consistent, personalized communication and exceptional service support.
• Demonstrate a strong understanding of the Residence Management Agreement.
• Respond accurately to owner inquiries regarding the RMA and residential policies.
• Assist in coordinating owner experiences by communicating preferences and special requests to the appropriate departments.
• Maintain accurate and up to date owner profiles, including preferences and important milestones, to support personalized experiences and recognition initiatives.
• Document, monitor, and follow up on owner requests and service items to ensure timely completion and owner satisfaction.
• Maintain organized electronic and physical filing systems for owner records, correspondence, and service documentation.
• Prepare reports, presentations, meeting materials, and departmental correspondence as required.
• Update internal trackers and databases to ensure accurate operational records.
• Maintain effective communication and collaboration with all hotel departments to ensure seamless owner service.
• Maintain knowledge of resort facilities, amenities, and services to confidently assist residence owners and their guests.
• Support the Owner Relations team during peak occupancy periods and special projects.
• Maintain the highest standards of hospitality, professionalism, discretion, safety, and security when assisting residence owners and their guests.
• Perform other duties as assigned by the Director of Owner Relations.

Education & Experience

• Minimum 2 years of experience in Guest Relations, Concierge, Front Office, Residential Services, Owner Relations, or a similar role within a luxury hotel or branded residential environment.
• Bachelor’s degree in hospitality management or a related field preferred.
• Strong understanding of Forbes/ AAA standards is mandatory.  
• Experience working with luxury residences or high-net-worth clientele is considered an asset.
• Prior experience with Opera PMS and a strong understanding of its functionality is mandatory.
• Strong working knowledge of Microsoft Office Suite, including Word, Excel, Outlook, and PowerPoint.
• Exceptional interpersonal and communication skills.
• Strong organizational and time management skills with excellent attention to detail.
• Ability to manage multiple priorities in a fast-paced environment.
• Strong problem-solving skills with a proactive approach to owner service.
• Ability to work independently while collaborating effectively with multiple departments.
• Flexible schedule with the ability to work evenings, weekends, and holidays as business needs require.