Property Coordinator

Company Overview

PROACTIVE Vacations is a locally owned vacation rental management company serving Holden Beach, Oak Island, and Caswell Beach, North Carolina. Founded in 2014, we have grown into a leading provider in our market by delivering responsive service and building lasting relationships with homeowners, guests, and our local community.

Transparency, fairness, collaboration, and a can-do attitude are at the heart of how we operate. Our team works hard during the height of the vacation season, while the quieter months provide time to plan, innovate, and prepare for the year ahead. With offices in Holden Beach and Oak Island, we offer a professional yet relaxed workplace where strong character, teamwork, and new ideas are valued.

Position Summary

PROACTIVE Vacations is seeking an experienced and highly organized Property Coordinator to oversee a portfolio of approximately 50 to 60 vacation rental properties. Reporting to the General Manager, this position helps coordinate all aspects of property operations, including owner and guest communication, maintenance projects, vendor services, property records, and administrative support.

The ideal candidate has at least two years of vacation property management experience, understands residential home systems, and can confidently manage multiple priorities throughout the busy rental season. This is a full-time, on-site position in Supply, North Carolina, with seasonal Saturday work required.

What You’ll Do

• Coordinate the day-to-day management of approximately 50 to 60 vacation rental properties.

• Serve as a primary point of contact for property owners, guests, vendors, and internal team members.

• Respond to questions, resolve concerns, and provide professional, relationship-focused service.

• Coordinate property maintenance, repairs, updates, and contracted services.

• Manage vendor relationships and follow up to ensure work is completed accurately and on time.

• Track property needs, open projects, service requests, and recurring maintenance.

• Maintain accurate property records, contracts, files, notes, and other documentation.

• Use Streamline PMS and other integrated technology to support property operations.

• Assist with data entry and maintain accurate information across company systems.

• Apply working knowledge of residential home systems and components when coordinating maintenance.

• Support compliance with applicable vacation rental laws, regulations, and company procedures.

• Collaborate with the General Manager and help provide day-to-day guidance to other team members.

• Identify opportunities to improve processes, service quality, and overall operational efficiency.

Required Qualifications

• At least 2 years of vacation property management experience.

• Valid driver’s license.

• Knowledge of residential property maintenance, home systems, and common repair needs.

• Strong customer service and relationship-management skills.

• Experience coordinating vendors, repairs, maintenance projects, or contracted services.

• Strong organizational, administrative, and data-entry skills.

• Ability to manage multiple properties, projects, and deadlines at the same time.

• Excellent written and verbal communication skills.

• Proficiency with Microsoft Word, Excel, mobile applications, texting, and other workplace technology.

• High school diploma or equivalent.

• Ability to work the seasonal schedule, including required Saturdays.

• Ability to reside or relocate within approximately 30 minutes of the office in Supply, North Carolina.

Preferred Qualifications

• North Carolina Real Estate Broker License.

• Experience using Streamline property management software.

• Knowledge of the North Carolina Vacation Rental Act.

• Experience supporting or guiding other team members.

Compensation, Benefits & More

Compensation: $48,000.00 - $60,000.00 per year, based on experience, skills, education, and applicable licenses or certifications

Bonus: Bonus opportunity available

Benefits:

• Paid time off

• Professional development assistance

Schedule:

• June through August: Saturdays are required, averaging 45 to 50 hours per week

• April, May, September, and October: Alternating Saturdays are required, averaging approximately 45 hours per week

• November through March: Some Saturdays may be required, averaging approximately 40 hours per week

Job Type: Full-time

Location: On-site in Supply, North Carolina