OVERVIEW
The Operations Coordinator provides concierge, client-service, and property-operations support for a luxury estate management company. The position is responsible for coordinating client requests, implementing and maintaining personal preferences, overseeing the hospitality, lifestyle, and client-experience details of home management, and ensuring that home projects and service requests are completed accurately, professionally, and within the requested timelines.
This position works closely with clients, property managers, internal team members, vendors, and service providers to coordinate requests from initial communication through completion. The Operations Coordinator helps ensure that every residence is maintained and presented according to the client’s individual preferences luxury-service standards. The position may also assist with other property-management and operational responsibilities as needed. Only accepting applications from candidates who already have housing in the Roaring Fork Valley.
DUTIES AND RESPONSIBILITIES
CLIENT CONCIERGE SERVICES
· Receive, document, coordinate, and follow through on client concierge requests.
· Respond to client communications promptly, thoughtfully, and professionally.
· Coordinate reservations, transportation, activities, dining, household services, deliveries, and other personal requests.
· Research service providers, vendors, products, and experiences that meet client expectations and preferences.
· Confirm reservations, appointments, deliveries, and other arrangements before the scheduled date.
· Communicate confirmations, changes, concerns, and required decisions to clients and the appropriate team members.
· Anticipate client needs and identify opportunities to make the client experience more seamless and personalized.
· Maintain client confidentiality and use discretion when handling personal information, schedules, preferences, and requests.
· Assist with urgent, last-minute, and after-hours requests when operationally necessary.
CLIENT PREFERENCES AND PERSONALIZED SERVICE
· Learn, document, maintain, and implement each client’s personal, household, and service preferences.
· Keep client preference profiles accurate, organized, and current.
· Communicate relevant client preferences to property managers, housekeepers, maintenance staff, vendors, and other team members.
· Ensure preferences are consistently followed during home preparation, routine service, client stays, and special occasions.
· Track changes in preferences and communicate updates to the appropriate team members.
· Pay close attention to presentation, placement, quality, timing, and other details that influence the client’s perception of service.
· Help ensure that every client interaction and completed request reflects a thoughtful, personalized, luxury-level experience.
HOME READINESS, HOSPITALITY, AND CLIENT EXPERIENCE
· Coordinate the hospitality, lifestyle, and client-experience details required to prepare residences for client arrivals, stays, and departures.
· Assist with pantry and household stocking based on client preferences.
· Coordinate flowers, gifts, personal items, amenities, specialty products, and other arrival details.
· Confirm that requested household supplies, food and beverages, linens, personal products, and other items are available and properly presented.
· Assist with seasonal home transitions and special-occasion preparations.
· Conduct or participate in pre-arrival property walks to confirm that client-facing details have been completed.
· Identify missing, damaged, incorrectly placed, or improperly presented items and coordinate corrections before the client’s arrival.
· Coordinate with housekeeping and property-management staff to ensure residences are clean, organized, welcoming, and ready for occupancy.
· Assist with unpacking, packing, shipping, receiving, returns, exchanges, and storage of client belongings as requested.
· Support departure procedures and ensure follow-up items are documented and assigned.
CLIENT REQUEST AND PROJECT COORDINATION
· Receive and document home-related service requests, special projects, repairs, installations, purchases, and improvements.
· Clarify the client’s expectations, requested scope, preferred timing, budget considerations, and desired outcome.
· Create and maintain complete records for each request, including instructions, photos, proposals, approvals, deadlines, and status updates.
· Coordinate with the property-management team to assign requests to the appropriate employee, vendor, or contractor.
· Obtain estimates, product information, schedules, or vendor recommendations as requested.
· Confirm that client approval is received before proceeding when required.
· Establish and communicate realistic timelines for completing requests.
· Monitor open requests and projects regularly to ensure work remains on schedule.
· Proactively identify delays, conflicts, missing information, or other issues that could affect completion.
· Communicate project status, timing changes, questions, and concerns to the client and appropriate team members.
· Follow up with employees, vendors, and contractors until all requested work is completed.
· Conduct or coordinate final inspections to verify that work has been completed according to the client’s instructions and Kalos service standards.
· Confirm that incomplete, incorrect, or unsatisfactory work is corrected promptly.
· Document project completion and communicate final status to the client and property-management team.
· Maintain organized records of completed requests, warranties, receipts, product information, and future follow-up needs.
PROPERTY-MANAGEMENT TEAM SUPPORT
· Work collaboratively with property managers, maintenance staff, housekeeping staff, vendors, and other team members to complete client requests.
· Help prioritize assignments based on client needs, arrival dates, urgency, operational requirements, and available resources.
· Communicate clear instructions, expectations, deadlines, and relevant client preferences to the individuals completing the work.
· Participate in property walks, client-arrival preparations, inspections, and quality-control reviews.
· Assist with work orders, maintenance requests, vendor scheduling, deliveries, purchases, and household inventory.
· Coordinate access to client residences for approved employees, vendors, contractors, deliveries, and service providers.
· Help troubleshoot property issues and identify appropriate next steps.
· Provide coverage and operational support when property managers or other team members are unavailable.
· Assist with emergency and time-sensitive property matters as directed.
· Perform other property-management duties as needed to support clients, residences, and the property-management team.
· Perform other duties as assigned.
COMMUNICATION AND DOCUMENTATION
· Maintain accurate and timely records of client communications, requests, approvals, purchases, project updates, and completed work.
· Use established work-order, timekeeping, client-management, and project-tracking systems consistently.
· Enter time accurately in Harvest each workday.
· Maintain organized electronic and physical files for client requests, receipts, estimates, warranties, vendor information, and project documentation.
· Provide proactive updates rather than waiting for clients or managers to request status information.
· Escalate urgent requests, service concerns, budget issues, safety concerns, and potential client dissatisfaction to management promptly.
· Communicate professionally and cooperatively with clients, employees, vendors, contractors, and service providers.
· Protect client privacy and maintain strict confidentiality at all times.
QUALIFICATIONS
· Two or more years of experience in luxury hospitality, concierge services, estate management, property management, personal assistance, project coordination, or a related client-service position preferred.
· Experience supporting high-net-worth clients, luxury residences, hotels, resorts, private clubs, or similar service environments preferred.
· Strong understanding of personalized service and the importance of perception, presentation, timing, and attention to detail in a luxury environment.
· Demonstrated ability to anticipate needs and manage requests from initial communication through final completion.
· Strong organizational and project-coordination skills with the ability to manage multiple requests, deadlines, vendors, and priorities simultaneously.
· Exceptional attention to detail and commitment to completing requests accurately and according to client instructions.
· Excellent written and verbal communication skills.
· Professional, thoughtful, kind, and service-oriented communication style.
· Ability to communicate timelines clearly and proactively identify potential delays or conflicts.
· Ability to work collaboratively with property managers, housekeepers, maintenance employees, vendors, contractors, and leadership.
· Ability to remain calm, flexible, resourceful, and solutions-oriented when priorities change or unexpected requests arise.
· Strong judgment, discretion, and commitment to protecting client, homeowner, employee, and company confidentiality.
· Ability to work independently, take ownership of assigned requests, and follow through without repeated direction.
· Willingness to perform tasks of varying size and scope and assist in any area needed to support the client and team.
· Proficiency with Microsoft Office, email, calendars, shared documents, timekeeping systems, work-order systems, and web-based client-management tools.
· Valid driver’s license and acceptable driving record is required.
· Must pass a background check and sign NDA for client privacy
· Ability to work a flexible schedule, including occasional evenings, weekends, holidays, or after-hours periods based on client and operational needs.
Pay: $30.00 - $35.00 per hour
Benefits:
- 401(k)
- 401(k) matching
- Dental insurance
- Health insurance
- Life insurance
- Paid time off
- Vision insurance
Application Question(s):
- Do you already have housing in the Roaring Fork Valley
Experience:
- working in a luxury enviroment or high net worth clients: 2 years (Preferred)
Work Location: In person
