Property Operations & Quality Control Coordinator

Company Overview

At Heavenly Vacations by Casago, we believe the best vacations begin with local expertise and genuine hospitality. Proudly serving the Hawaiian Islands, our team is passionate about creating exceptional experiences for both homeowners and guests through personalized service, trusted relationships, and an unwavering commitment to excellence. As local experts, we understand that every home, every owner, and every guest is unique, and we take pride in delivering thoughtful, attentive care at every step.

Our culture is rooted in the spirit of aloha, where integrity, respect, stewardship, and service guide everything we do. We believe in treating every property as if it were our own, building lasting relationships through trust and transparency, and working together to create memorable experiences that keep guests returning year after year. Backed by the resources of the trusted Casago network while maintaining our local ownership and personalized approach, Heavenly Vacations offers the opportunity to build a rewarding career with a team that is passionate about hospitality, community, and making a meaningful difference every day.

Position Summary

We are seeking a highly organized, dependable, and hands-on Property Operations & Quality Control Coordinator to join our team in Lihue, HI. In this field-based role, you will help ensure our vacation rental properties are consistently maintained, guest- and owner-ready, and meeting Heavenly Vacations' standards across Kauai.

You'll coordinate property inspections, vendor activity, purchasing and inventory, and day-to-day operational needs while working closely with Property/Asset Managers and other members of the operations team. This position is ideal for someone who takes ownership of their work, has exceptional attention to detail, and is proactive about identifying issues, coordinating solutions, and following through to completion.

Key Responsibilities

Scheduling & Operations Support

• Partner with Property/Asset Managers to create and maintain weekly schedules, ensuring appropriate coverage for operational needs.

• Coordinate with Property/Asset Managers and team members to address scheduling needs, coverage gaps, and changing priorities.

• Communicate operational issues promptly and maintain accurate documentation of activities, updates, and outstanding needs.

• Help ensure day-to-day operational priorities are completed accurately and on schedule.

Property Quality Control & Inspections

• Conduct thorough property walks and quality-control inspections to ensure homes consistently meet company standards.

• Inspect properties in preparation for guest and owner arrivals, helping ensure each home is clean, properly maintained, fully stocked, and presentation-ready.

• Identify and document maintenance, cleanliness, supply, damage, and property-condition issues, communicating concerns to the appropriate team members in a timely manner.

• Coordinate and follow up on corrective action to ensure identified issues are resolved completely and to company standards.

• Maintain consistent quality standards across the portfolio and proactively identify opportunities to improve property condition and readiness.

Guest & Owner Amenities

• Coordinate the purchasing, preparation, and delivery of guest and owner arrival amenities, welcome items, and requested supplies.

• Maintain accurate purchasing records and ensure receipts are uploaded and properly coded following each purchase.

• Track inventory of branded items, amenities, and operational supplies, communicating replenishment needs before shortages occur.

• Help ensure requested amenities and supplies are delivered accurately and on time for upcoming arrivals.

Storage & Inventory

• Maintain clean, organized, and efficient company storage and supply areas on both the East Side and South Shore.

• Organize inventory so supplies are properly stored, easily accessible, and accurately accounted for.

• Monitor inventory levels and coordinate replenishment to prevent shortages and unnecessary overstocking.

• Support effective inventory controls and maintain accurate records of company supplies and materials.

Vendor Management & Quality Assurance

• Maintain required vendor documentation, including current Certificates of Insurance (COIs), W-9s, and other necessary records.

• Conduct property walkthroughs with vendors to clearly communicate project scope, expectations, timelines, and company standards.

• Coordinate vendor scheduling and project activity in partnership with Property/Asset Managers.

• Monitor vendor progress and maintain communication throughout projects to help ensure work is completed accurately and on schedule.

• Inspect completed vendor work for quality and adherence to the agreed-upon scope, documenting and communicating any deficiencies.

• Follow up with vendors when work is incomplete or does not meet company standards, ensuring necessary corrections are completed.

• Maintain clear, professional communication between vendors, Property/Asset Managers, and the operations team throughout each project.

The successful candidate will be:

• Extremely organized and detail-oriented

• Reliable, punctual, and accountable

• Comfortable working independently and managing multiple priorities

• An excellent communicator with strong follow-through

• Proactive and able to identify problems before they become larger issues

• Comfortable interacting professionally with owners, guests, vendors, and team members

• Able to work in a fast-paced environment where priorities can change quickly

• Comfortable traveling between properties throughout Kauai

• Physically capable of walking properties, inspecting units, moving supplies, and performing hands-on operational tasks

• Professional in appearance and demeanor

• Well-dressed when representing the company

• Available to work Saturdays and support operational needs throughout the week

Required Qualifications

• Previous experience in property management, vacation rentals, hospitality, facilities, housekeeping, construction, maintenance coordination, or a related field is preferred but not required.

• Strong organizational and time-management skills.

• Excellent written and verbal communication skills.

• Basic computer and smartphone proficiency.

• Ability to accurately document information, upload receipts, and maintain records.

• Valid driver's license and reliable transportation.

• Ability to work independently while also being an effective team member.

Compensation, Benefits & Schedule

Annual Salary

$55,000 - $60,000

Schedule

Must be available to work Saturdays and have a flexible schedule to support property operations seven days a week as needed