Cottage Collection Property Manager Relais & Châteaux

Ocean House

Cottage Collection Property Manager

A Collection Unlike Any Other

The Ocean House Collections includes 3 luxury properties.

The Ocean House featuring 49 luxury guest rooms, 18 signature suites. The Cottage Collection includes 10 privately owned vacation homes. The Ocean & Harvest Spa is a 12,000 square foot Forbes Travel Guide 5 Star rated full-service health wellness spa. Over 10,000 square feet of indoor and outdoor meeting space. Up to 8 unique dining options during summer season including Coast, a Forbes Travel Guide 5 Star rated fine dining experience.

The Weekapaug Inn offers quintessentially New England accommodations that effortlessly combine casual comfort and luxurious furnishings. The Inn features 31 unique guest rooms and 4 two-bedrooms signature suites. Farm-to-table dining utilizes the finest and freshest locally sourced ingredients, and inspired amenities and resort activities are designed to create extraordinary guest experiences.

The Watch Hill Inn established in 1845, Watch Hill Inn carries with it a unique history marked by fame, natural disasters and, among all, resilience. Chic, minimalist decor intertwines with cutting edge technology like complimentary Apple TV, Netflix and an in-room iPad program that allows guests to order food and services to their door with the touch of a button. The Inn features 21 suite style accommodations with unrestricted access to dining, amenities and resort activities at both Ocean House and Weekapaug Inn.

Scope of Position

Cottage collection property manager, the position will oversee all functions of Cottage Program.

Maintain profitable operations and high-quality product and service levels. Ensure that guest experience for The Cottage Collection exceeds the guest expectations.

Oversees suites and cottage owners relations including periodic updates. He/she is the point person for cottage owners and operating departments.

Schedule Requirements

The operation is 24 hours a day 7 days a week, inclusive of all holidays. While the company will make every attempt to create a work and life balance, all exempt team members may be required to work extended shifts and additional days based on business demands. Working more than eight hours per day and more than five consecutive days as needed is an essential job function for all exempt roles. Travel may be required and may include some overnight stays. All exempt team members should be responsible for scheduling their time off. The busiest of days during the season (Memorial Day through Columbus Day) are the weekend days from Friday through Sunday and on holiday weekends that are celebrated on Mondays, this can include Mondays. All exempt staff must be aware and able to work all weekends; requesting time off for a holiday weekend may not and will likely not be granted. The more flexible you are the more you can learn, grow, earn.

Key Relationships

Internal: This position reports directly to the Director of rooms.

External: Has regular contact with suites and cottage owners, and cottage guests. Maintains appropriate relationships with these and other constituencies to enhance the image of the Company and the attainment of its objectives.

Key Responsibilities

• Provide a superior level of concierge service to the cottage guests.
• Ensure all amenities are functional and up to the highest standard.
• Implementing a Property Management Software
• Participate in public space walk-throughs with Engineering and Housekeeping to ensure public space and back of the house areas of the Cottages and Signature Suites are well maintained and preventative maintenance processes are in place.
• Tour buildings on a regular basis to address business needs and assess operational opportunities.
• Reviews reports and financial statements to determine the residential property is performing against the budget.
• Ensure Monthly Statements are being sent to Owners for work and repair in each unit.
• Manage Signature Suite Owner Relations- Facilitate and attend owners and Advisory Board meetings and provides monthly reports and financial statements as needed.
• Establish strong relationships with all owners and the Advisory Board to maintain a successful residential community.
• Create, execute and review Owner engagement survey and prepares yearly action plans comment cards, guest satisfaction results and other data to identify areas of improvement.
• Maintains complete inventory of: Unit owners' information, parking and storage spaces, monthly Association common dues, hotel features and services.
• Maintains complete knowledge of and comply with all hotel and residence policies and procedures.
• Controls revenues and expenditure; and makes recommendations for future budget appropriations.
• Cultivating relationships with past and present guests and homeowners.
• Responsible for collecting and finalizing all URMA agreements in a timely manner.
• Confirming Unit Owner stay dates confirmed by June 30 for the following year.
• Providing updates on any Signature Suites requiring renovation, new photography, or video assets.
• Assisting with updating the copy and factual details of each unit on the website, ensuring that all information is accurate and compelling to enhance visibility and increase sales.
• Responsible for engaging and contracting 3-5 new cottage partners each year.
• Help build the vacation rental and property management services for the Cottages
• Stay updated on industry trends and adjust strategies accordingly.

Leadership & Team Management:

• Lead, mentor, and manage Cottage Collection team, including hiring, training, and performance evaluations.
• Develop and implement departmental goals and strategies to achieve company objectives.
• Conduct regular meetings to communicate updates, address issues, and promote team collaboration.
• Scheduling and prioritizing work assignments, and implementation of effective operating policies, procedures, and systems.
• Assisting in the development of policies and procedures related to The Cottage Collection
• Promote teamwork and quality service through daily communication and coordination with other departments. Key departmental contacts include all hotel departments.

Client Acquisition & Relationship Management:

• Establish and nurture relationships with homeowners, signature suite owners
• Serve as the primary point of contact for Cottage Owners, Signature Suite Owners and
• Welcome Cottage guests upon arrival
• Arrange and conduct site inspections for potential new Cottages.
• Maintain client files and update information daily in accordance with established departmental policies and procedures.
• Follow up with guests regularly during and after departure to ensure satisfaction and secure future bookings.

Additional Daily Duties:

• Carry out any other duties which fall within the broad spirit, scope and purpose of this job description and which are commensurate with the role.

Required Job Knowledge, Skills, Experience, and Education

• Ability to handle multiple, simultaneous, and complex tasks and projects effectively and efficiently.
• Information research, analysis, and evaluation skills.
• Knowledge of office management principles and procedures.
• Knowledge of Lighthouse rental management software a plus
• Advanced verbal and written communication skills and the ability to work with a wide range of constituencies in a diverse operation.
• Excellent knowledge of the principles, philosophy, and practices of recreation administration (e.g., program planning, leadership, risk management, budgeting, marketing & public relations).
• The ability to establish and maintain effective working relationships with staff, owners, guests, and individuals.
• The ability to communicate effectively orally and written.
• College degree or equivalent work experience

• Advanced verbal and written communication skills in English and the ability to work with a wide range of constituencies in a diverse operation.

• Ability to perform job functions with attention to detail, speed and accuracy under pressure of tense/confrontational situations.
• Uphold the Company standards, policies, and…

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