Property Manager (Montana)

Company Overview

Our national luxury vacation rental management company has professional openings across the country. The Natural Retreats collection of brands, including 360 Blue, and Callista Vacations, serves guests in some of America’s most beautiful destinations—from Palm Springs, CA, to Florida’s Emerald Coast.

We foster a collaborative, fun work environment and offer an excellent benefits package.

Position Summary

Natural Retreats is looking for a full-time Property Manager to join our Whitefish, MT team! The Property Manager is the direct liaison between homeowners and others to oversee the properties under Natural Retreats’ management. Core duties include interacting and communicating with current homeowners by keeping them informed and sustaining and cultivating the relationship. The Property Manager will execute the overall organization and management of the properties, confirming that housekeeping, maintenance, and inspections are performed, and that proper steps are taken with homes to ensure guest and homeowner satisfaction. In addition, this individual will need to assist new homeowners with Natural Retreats processes, procedures, and standards.

Our team is expected to contribute to exceptional experiences for guests, owners, colleagues, and business partners through personal accountability, collaboration, adaptability, sound decision-making, and a commitment to results. This includes building positive relationships, communicating effectively, responding constructively to challenges, and taking ownership for delivering high-quality work that supports team and organizational success.
Successful candidates for this role will demonstrate professionalism and a strong service mindset. The ideal candidate is proactive rather than reactive, balancing multiple responsibilities with ease while operating as a self-starter. 

Essential Duties

• Act as dedicated point of contact for homeowners by completing the following duties which include but are not limited to:

  • Assist with developing strategies to implement within the management contract, which will achieve the desired competitive edge.

  • Proactively understand homeowner expectations, including revenue targets, and consistently communicate and monitor satisfaction;

  • Communicate in a timely manner;

  • Answer questions and address client relations matters or concerns; and

  • Develop and maintain quality relationships.

• Assist with onboarding new homeowners for property management services, including verifying required information is entered accurately into the system, scheduling photography, etc.

• Collaborate and follow up with Maintenance, Housekeeping or other department heads regarding services needed in each property.

• Oversee all independent inspector and housekeeping contractors.

• Recommend and oversee vendors such as lawn care, pool care, property care, etc. and approve vendor invoices.

• Assign appropriate charges to homeowners and bill homeowner statements by applicable deadlines.

• Prepare for guest’s arrival to the property by completing the following duties, which include but are not limited to:

  • Conduct recurring weekly or biweekly property walk-through inspections to maintain full familiarity with the condition, readiness, and overall presentation of assigned homes.

  • Ensure home meets housekeeping brand standards in terms of safety, cleanliness and hygiene;

  • Ensure all home systems are in operating order; and

  • Stage the property per standards.

• Inform management of issues that have the potential to escalate and work collaboratively to take the proper steps to guarantee guest and homeowner satisfaction.

• Complete and provide feedback on any operational reports and inspections according to Natural Retreats policies and procedures.

• Conduct investigations and complete reports according to Natural Retreats’ policies in the event of accidents or injuries or instances of property damage or missing items.

•  Act as a brand ambassador, promoting all Natural Retreats’ destinations and services to guests and colleagues alike.

• Provide a high level of dedicated customer service, regularly interacting and communicating with current homeowners to keep them informed while sustaining and cultivating the relationship.

• Obtain and maintain detailed knowledge of the local area passing this information onto the sales team, homeowners and guests as appropriate.

• Work directly with the homeowners to ensure they are comfortable with the maintenance and care of the home.

• Develop housekeeping vendor relationships and educate housekeeping as needed to ensure the homes are up to brand standards and ready for guest arrival.

• Gain full knowledge of and maintain all operational systems and services in rental properties as required, including but not limited to code compliance, utility supply, general maintenance, etc.

• Assist with establishing property minimum inventory requirements and requisition all items needed for maintenance and home replenishment.

• Manage, where applicable, any stock of toiletries, linens, household items, cleaning products, etc. efficiently and within budget.

• Maintain updated reports and ensure all information is documented and filed appropriately as well as damage reports collation from housekeepers and inspectors.

• Create action plans for homes.

• To be accountable for homeowners’ invoice postings, and if issued, the responsible use of a company credit card.

• Utilize company software as directed to capture information, communicate effectively with others, and streamline processes.

• Set an example of professionalism by work ethic, appearance, teamwork, preparedness, and every other facet to build trust, confidence, and respect from all those you work with.

• Contribute to business development efforts as needed and work closely with internal teams to facilitate seamless transition and onboarding of newly assigned properties and homeowners.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the Team Member for this job. 

Required Qualifications

• High School Diploma or equivalent

• Current Montana Property Management license or ability to obtain and maintain licensure within time frame identified upon training

• Prior experience in customer service with demonstrated desire to delight the clientele

• Valid driver's license and ability to be covered under NR's vehicle insurance

• Ability to pass pre-employment testing which may include drug testing and/or background screening

• Must have proficiency with Microsoft office suite including Excel, Word, PowerPoint and Outlook and additional ability to learn and excel at new software programs

• Proficiency in written and verbal communications to multiple stakeholders both internally and externally

• Exceptional interpersonal skills with the ability to make and cultivate strong personal connections and relationships with homeowners utilizing skills such as:

  • Timely and thorough follow-up

  • Active listening

  • Proactivity

  • Adaptability

  • Problem solving

• Keen attention to detail and desire to act to uphold luxury service expected by homeowners and guests

• Commitment to providing outstanding customer service

• Well-developed administrative and organizational skills demonstrated in ability to manage time effectively and meet deadlines in a fast-paced environment

• Team player mentality with a willingness to be flexible and open to feedback and continued growth

• Must demonstrate Enthusiasm for Natural Retreats and all associated brands

• Ability to be flexible and work in a fast-paced environment with hours of work varying, especially during peak season

Desired Qualifications

• Prior Property Management Experience

Compensation, Schedule & Benefits

Annual Salary

$55,000

Benefits

• Paid time off such as PTO, sick days, and vacation days

• Health, Dental and Vision insurance

• Life insurance

• Retirement benefits or accounts

• Healthcare spending or reimbursement accounts, such as HSAs, FSAs, and HRAs

• Long term and Short term disability insurance

• Wellness programs

• Workplace perks such as recreation activities, food and coffee, and flexible work schedules

Schedule

This is a full-time position. Due to the nature of the job, the Property Manager should be flexible with their hours. Weekends and holidays will generally be busy with guest arrivals and departures and are considered working days. We encourage all of our Team Members to take two (2) days off per week where possible, knowing that guests can arrive at unpredictable times. The Team Member should always be available in case of an emergency, which includes evenings and on-call hours. This may mean working some inconsistent hours. Exact daily schedules may vary from season to season and differ from in-season to off-season.