Job Title:

Vendor Coordinator & Owner Relations Administrator Location:

Nisswa, Minnesota Company:

Woods to

Water Vacation Homes Employment Type:

Full-Time

ABOUT WOODS TO WATER VACATION HOMES

At Woods to Water Vacation Homes, we are passionate about exceptional homes, curated experiences, and creating lifelong memories with our guests in the Brainerd Lakes Area and beyond.

POSITION OVERVIEW

The Vendor Coordinator & Owner Relations Administrator supports the day-to-day coordination of property maintenance, vendor services, seasonal projects, and owner-related administrative needs across the Woods to Water Vacation Homes portfolio. This role helps ensure vendors are contacted, scheduled, followed up with, and properly documented from the initial service request through completion. The position also assists the Owner Relations Lead with invoices, owner approvals, property records, project updates, and other administrative responsibilities. The ideal candidate is highly organized, persistent, professional, and comfortable communicating with vendors, property owners, and internal team members. This person should enjoy keeping projects moving, tracking details, and following through until each request is resolved. This is a support and coordination role that works closely with the Owner Relations Lead, Managing Director, Guest Relations, Guest Readiness, and other internal team members.

KEY RESPONSIBILITIES

Vendor Communication & Scheduling Coordinate vendor calls, service requests, estimates, appointments, and access information for property maintenance and repairs Communicate property details, service needs, timelines, and relevant instructions clearly to vendors Schedule routine services, urgent repairs, inspections, seasonal work, and property improvement projects as directed Assist in sourcing appropriate vendors when an established provider is unavailable or a specialized service is needed Maintain professional working relationships with vendors throughout the Brainerd Lakes Area and surrounding markets Service Requests & Project Follow-Through Track vendor requests from initial contact through scheduling, completion, documentation, and invoice receipt Follow up with vendors and internal team members to prevent open maintenance items or projects from stalling Help confirm scheduled work has been completed and communicate unresolved issues or changes in scope Maintain organized notes regarding project status, estimates, approvals, appointments, and completion details Escalate urgent, delayed, costly, or complex property matters to the Owner Relations Lead or Managing Director Maintenance & Seasonal Coordination Assist in coordinating routine maintenance, preventive services, seasonal openings and closings, and weather-related property needs Support scheduling for docks, lifts, landscaping, snow removal, HVAC, plumbing, electrical work, septic systems, pest control, and other property services Aid in coordinating larger owner-approved repairs, replacements, and property improvement projects Help ensure vendors receive necessary access information and property-specific instructions Assist in maintaining recurring service schedules and seasonal property task lists Owner Relations Administration Assist the Owner Relations Lead with vendor-related updates, owner approvals, project communication, and administrative follow-through Help prepare summaries of estimates, service recommendations, project status, and completed work for owner review Maintain records of owner approvals, repair decisions, preferences, and property-specific service instructions Assist with onboarding-related vendor needs, initial property projects, and service setup for new homes Direct sensitive owner concerns, relationship matters, and strategic decisions to the Owner Relations Lead Invoices & Documentation Collect, organize, and review vendor invoices for basic accuracy, property assignment, supporting documentation, and service details Assist with coding, tracking, and routing owner-related invoices through the appropriate internal process Help identify missing invoices, unclear charges, duplicate billing, or discrepancies requiring clarification Maintain accurate vendor records, service notes, estimates, invoices, and supporting documentation within designated systems Support owner billing questions by gathering relevant invoices, approvals, and work-order details

QUALIFICATIONS

Previous experience in vendor coordination, property management, hospitality, maintenance administration, office administration, or customer service preferred Excellent written and verbal communication skills, including confidence making frequent vendor phone calls Strong organizational, scheduling, and follow-through abilities Comfortable managing multiple open requests, appointments, deadlines, and changing priorities Tech-savvy with experience using email, spreadsheets, CRMs, project management tools, accounting systems, or property management platforms Able to review invoices, estimates, and service records with accuracy and attention to detail Professional and comfortable communicating with vendors, property owners, and internal team members Familiarity with home maintenance, seasonal property services, construction trades, or vacation rental operations is a plus Familiarity with the Brainerd Lakes Area and local service providers is a plus Valid driver's license and reliable transportation may be required for occasional property or vendor-related needs

WHAT WE OFFER

Competitive pay based on experience. Opportunity to be part of a boutique, locally owned company rooted in the Brainerd Lakes Area. Supportive, passionate team environment with room for growth. A role that directly improves property care, owner service, and team efficiency. The opportunity to build relationships with trusted local vendors and help improve operational systems.

SCHEDULE

Monday through

Friday:

8:00 AM

• 5:00 PM Must be available for 1-2 weekends per month in addition to occasional after-hours communication that may be required for urgent maintenance, severe weather, vendor scheduling, or time-sensitive property concerns

COMPENSATION

Hourly Pay:

$20

• 22/hour, based on experience

CHARACTERISTICS

Minnesota Nice

• genuine warmth and kindness Persistent
• follows up consistently and keeps open items moving toward completion Highly Organized
• able to manage multiple vendors, properties, appointments, and deadlines Clear Communicator
• professional and concise across phone, email, text, and internal systems Detail-Oriented
• accurately tracks service information, approvals, invoices, and project notes Hungry
• a go-getter with a strong work ethic Growth Mindset
• eager to learn and improve Committed
• aligned with the company vision and team success Intentional
• organized, thoughtful, and proactive in daily work Calm Under Pressure
• able to prioritize urgent needs and communicate professionally when plans change

HOW TO APPLY

If you're ready to contribute to a high-performing team and help keep our properties, vendors, and owner-related projects organized and moving forward, please submit your resume and a brief cover letter explaining why you'd be a great fit for Woods to Water Vacation Homes. Send your application to Denise@bookthebla.com and include "Vendor Coordinator & Owner Relations Administrator Application" in the subject line. We are excited to hear from those who share our passion for northern Minnesota hospitality and supporting exceptional vacation homes throughout the Brainerd Lakes Area. Woods to Water is an Equal Opportunity Employer and welcomes a diverse pool of applicants.

Pay:

$20.00

• $22.

00 per hour

Work Location:

In person