Residence Club Coordinator

The Residence Club Coordinator supports the daily operations of the Victory Ranch Residence Club by managing owner communications, coordinating lodging reservations, and assisting with cabin readiness tasks. This role serves as a vital connection point between Residence Club owners, the Residence Club team, and outside vendors, ensuring that lodging details are accurately gathered, requests are handled efficiently, and cabins are well-prepared for arrivals. Primary responsibilities include managing Short Notice reservations, facilitating Trading Post requests, coordinating email communications, and providing field support during turnovers or as needed.

Required Skills & Experience- Ability to learn and use multiple systems (ClubEssentials, Pacesetter, ClickUp, Microsoft Teams).
- Proficiency with Microsoft Office Suite and Google Suite applications.
- Hospitality or customer service experience preferred.
- Strong communication and interpersonal skills with attention to detail.
- Self-starter with the ability to work independently and under minimal supervision.
- Valid driver’s license and reliable transportation.
- Availability to work weekends (including Sundays) and holidays.

-Strong interpersonal and communication skills to build positive relationships with owners, guests, and team members.

Owner Communication & Reservations

- Establish and maintain positive relationships with Residence Club owners; respond to emails, phone calls, and in-person inquiries promptly.
- Manage lodging reservations, including reviewing and approving Short Notice bookings, updating tracking systems (Google Docs, CE), and coordinating with housekeeping as needed.
- Oversee the Trading Post platform: update requests, verify trade details, and finalize trades between owners.
- Prepare and distribute scheduled communications, including reservation confirmations, courtesy calls, check-out reminders, and follow-up notices.
- Provide pre-arrival overviews for owners, sharing pertinent information about cabin readiness, property updates, seasonal changes, and local events that may affect their stay.

-Welcome Residence Club owners and their guests in person and/or via email to ensure a warm and professional arrival experience.

-Communicate important details to owners regarding their upcoming arrivals, lodging preparations, grocery orders, shipping details, storage compliance, and cleaning requests.

-Maintain awareness of local and on-property events to share with owners as needed.

Cabin Readiness & Field Support

- Perform pre-arrival walk-throughs to ensure cabins meet Residence Club standards (check cleanliness, straighten décor and household items, clear TVs, test electronics and overall functionality).
- Refresh/replace cabin décor and household items weekly or as occupancy allows.
- Assist with arrival preparations, including programming electronic keys, preparing welcome notes, and ensuring all finishing touches are in place.
- Dispatch Housemen or personally fulfill owner service requests as needed.
- Work with outside vendors to schedule housekeeping services or minor repair service requests as directed.
- Support Housemen with restock requests, cabin service needs, and Sunday/Monday turnover tasks, including cart cleaning, storage deliveries, snow removal, trash and linen removal, and Trash & Towel services.
- Participate in Maintenance Weeks by performing assigned cleaning, testing, and readiness tasks for cabins, ensuring they meet seasonal expectations.

Administrative Support

- Assist in maintaining accurate inventory counts for Residence Club supplies; request orders from the Director when stock levels are low.
- Manage the Lost & Found process, including collection, documentation, storage, and communication with Residence Club owners regarding lost or found items.
- Assist with updating and maintaining SOPs for all operational processes.
- Support administrative tasks, including managing member shipping, updating storage assignments, and maintaining accurate documentation.
- Coordinate with other Victory Ranch departments (Sales, Member Services, Maintenance, Housekeeping) to ensure smooth owner experiences and cross-team alignment.