Operations Coordinator

Company Overview

Vaaraway is a modern vacation rental management and marketing company built to help property owners increase bookings, improve guest communication, and grow rental revenue through a more flexible and performance-driven approach. We support owners and lodging partners with professional listing strategy, dynamic pricing, multi-channel marketing, guest sales support, reservation management, and performance reporting, giving them access to a stronger sales and revenue platform while allowing them to keep the local teams and personal hospitality style that make their properties unique.

Working at Vaaraway is an opportunity to be part of a growing brand in the luxury vacation rental space where sales, hospitality, technology, and guest experience all come together. Our team is building a smarter, more scalable way to support owners and serve guests across exciting vacation markets, including coastal destinations, boutique lodging communities, and international growth opportunities. This is a great role for someone who enjoys a fast-moving environment, wants to make a direct impact on revenue and guest satisfaction, and is excited to help shape the systems, service standards, and sales strategies of an emerging hospitality brand.

Position Summary

We're looking for an Operations Coordinator who thrives on creating structure, keeping projects on track, and ensuring every detail is executed with excellence. In this role, you'll serve as the central hub connecting Operations, Reservations, Revenue, Marketing, and our House Managers, ensuring priorities stay aligned, deadlines are met, and nothing falls through the cracks.

Success in this role comes from your ability to anticipate challenges, maintain exceptional organization, and keep multiple initiatives moving simultaneously. Whether coordinating new property launches, improving internal processes, supporting operational leaders, or maintaining critical systems, you'll play a key role in helping Vaaraway deliver exceptional experiences for homeowners, guests, and team members alike.

Key Responsibilities

Operational Coordination

• Track projects, deadlines, and operational initiatives
• Ensure action items are completed on time
• Follow up on outstanding tasks across departments
• Coordinate communication between Operations, Reservations, Revenue, Marketing, and other teams
• Help prioritize daily operational workload
• Keep initiatives moving forward and close communication loops
• Assist with reporting and operational metrics

House Manager Support

• Serve as the first point of contact for day-to-day operational questions
• Monitor task completion and operational consistency
• Support House Managers with administrative and operational needs
• Escalate issues requiring leadership decisions
• Help maintain accountability across the Operations team

Property Onboarding Support

Support the Operations Manager throughout the onboarding process by:

• Preparing onboarding checklists
• Tracking onboarding timelines
• Coordinating with internal departments
• Following up on outstanding action items
• Maintaining onboarding documentation
• Helping ensure every new property launches successfully

Systems & Process Management

• Maintain operational documentation in Notion
• Keep Standard Operating Procedures (SOPs) current
• Organize operational resources and files
• Schedule meetings and coordinate calendars
• Capture meeting notes and manage follow-up action items
• Assist with dashboards and reporting
• Identify opportunities to improve workflows and operational efficiency

Breezeway Administration

• Maintain recurring tasks and checklists
• Monitor overdue work orders
• Support workflow management
• Help improve operational consistency across all managed properties

Who you are

You naturally...

• Take ownership without waiting to be asked.
• Follow through until every task is complete.
• Stay organized, even while managing multiple priorities.
• Communicate proactively and clearly.
• Enjoy solving problems and improving processes.
• Love creating structure and organization.
• Notice details others often miss.
• Think critically and make sound decisions.
• Thrive in a collaborative, fast-paced environment.

You're someone people trust because things simply get done when they're assigned to you.

Required Qualifications

• 2+ years of operations, project coordination, hospitality, or administrative leadership experience
• Strong organizational and time management skills
• Excellent written and verbal communication
• Ability to prioritize multiple projects simultaneously
• Comfortable learning and utilizing multiple software platforms
• High attention to detail with excellent follow-through

Preferred Qualifications

• Vacation rental, hospitality, or property management experience.
• Project coordination or operations support.
• Experience with Notion, Breezeway, Google Workspace, Asana, Monday.com, ClickUp, or similar operational platforms.
• Experience improving workflows or documenting operational processes.

Compensation & Benefits

Annual Salary $55,000 - $60,000

Benefits

• Comprehensive medical, dental, and vision insurance
• Life insurance
• Paid time off, including vacation and sick leave
• Workplace perks including food, coffee, and team activities
• Opportunity to grow alongside a rapidly expanding hospitality company
• Meaningful opportunity to influence operational systems, processes, and company growth

Schedule

• Tuesday-Saturday | 9:00 AM-5:00 PM; Consistent Sundays and Mondays off.
• On-site in Sarasota, Florida