Trust Operations Assistant Jobs in Oregon (NOW HIRING)

Kiwanda Coastal Properties is a locally owned vacation rental management company based in Pacific City, Oregon. We are proud to be a trusted local choice for homeowners and guests, with a strong focus on home care, hospitality, communication, and follow-through.

We care for coastal homes as if they matter — because they do. Our work helps protect owner investments, create memorable guest experiences, and keep homes clean, safe, beautiful, and ready for the next beach stay.

Our team values being expertly proactive, efficiently reactive, and committed to transparent, detailed, and plentiful communication. We believe in clear accountability, good systems, teamwork, and making the Oregon Coast feel easy and enjoyable for everyone we serve.

We work hard, support each other, and try to keep a sense of humor along the way. Vacation rentals are busy and unpredictable, but we believe the work is better when people feel trusted, appreciated, and part of a team that genuinely cares.

Kiwanda Coastal Properties is seeking a hands-on Assistant General Manager to help lead the daily operations of our growing vacation rental management company. Working alongside the Owner/General Manager, you'll drive operational excellence across guest services, housekeeping, property care, inspections, administration, and internal systems while creating the accountability and operational rhythm that keep the business running smoothly.

This is a highly visible leadership role for someone who thrives in a fast-paced environment, enjoys solving problems, motivating teams, improving systems, and making confident decisions. You'll coordinate across departments, remove operational roadblocks, and ensure every task moves from identification to resolution. If you're energized by variety, take ownership without being asked, and enjoy leading people toward shared goals, this is an opportunity to make a meaningful impact on a growing company.

Operational Leadership & Accountability

• Partner with the Owner/General Manager to oversee the daily operating flow of the company.

• Establish and maintain consistent meeting rhythms, including operations meetings, department check-ins, and accountability follow-ups.

• Set priorities across departments and ensure team members understand expectations and deadlines.

• Hold teams accountable for commitments while providing support and removing operational roadblocks.

• Ensure issues move efficiently from identification through resolution without falling through the cracks.

• Identify opportunities to improve systems, communication, workflows, and operational efficiency.

• Maintain company standards, procedures, and operational expectations across all departments.

Team Coordination & Office Coverage

• Oversee office coverage and maintain reliable staffing during business hours, weekends, holidays, and peak seasons.

• Coordinate employee schedules, time-off requests, and cross-department coverage.

• Provide day-to-day leadership for guest services, administration, inspectors, housekeeping, and property care teams.

• Support recruiting, onboarding, training, coaching, and performance development.

• Foster a positive, accountable, and collaborative team culture built on clear communication and ownership.

24/7 Hospitality & Escalation Support

• Ensure the company is prepared to respond effectively to guest, owner, property, weather, and after-hours emergencies.

• Coordinate on-call schedules and emergency coverage across departments.

• Serve as an escalation point during evenings, weekends, holidays, storms, and peak occupancy periods.

• Ensure urgent issues are documented, assigned, and followed through to completion.

• Balance exceptional responsiveness with sustainable team coverage and operational consistency.

Housekeeping Operations & Relationships

• Lead and coordinate housekeeping operations to maintain exceptional property standards.

• Build strong working relationships with housekeepers, inspectors, and cleaning partners.

• Coordinate cleaning schedules, deep cleans, seasonal projects, and specialty cleaning needs.

• Communicate expectations regarding guest concerns, owner requests, and property-specific needs.

• Partner with inspectors and the Property Care & Standards Manager to identify recurring cleaning, maintenance, and inventory issues.

• Monitor quality trends and implement improvements that enhance consistency across every home.

• Ensure homes are consistently clean, stocked, staged, and guest-ready.

Guest Service & Issue Escalation

• Support the guest services team in delivering exceptional hospitality and timely communication.

• Resolve complex guest concerns that require coordination across multiple departments.

• Analyze recurring guest issues and implement long-term operational improvements.

• Champion a guest-first culture while balancing owner expectations and operational priorities.

• Support emergency response planning and after-hours guest service coverage.

Admin, HR & Internal Systems Support

• Oversee administrative workflows including scheduling, payroll review, timekeeping accountability, documentation, and internal reporting.

• Support compliance-related processes including permits, licenses, operational records, and owner documentation.

• Maintain and continuously improve SOPs, checklists, internal documentation, and operational systems.

• Partner with administrative and systems team members to improve efficiency, organization, and communication across the business.

Cross-Department Follow-Through

• Connect guest services, housekeeping, property care, administration, systems, and ownership to ensure seamless operations.

• Ensure communication remains clear between departments and that no task or issue is overlooked.

• Identify bottlenecks, recurring challenges, and opportunities for continuous improvement.

• Follow projects and operational issues through to successful completion while maintaining accountability across the team.

• Minimum of 2 years of leadership experience in vacation rentals, hospitality, property management, hotels, or a related industry mandatory.

• Experience leading and developing cross-functional teams in a fast-paced environment.

• Proven ability to build operational processes, SOPs, accountability systems, and meeting rhythms.

• Strong organizational and decision-making skills with the ability to manage multiple priorities simultaneously.

• Excellent written and verbal communication skills with the ability to build trust among homeowners, guests, vendors, and team members.

• Strong proficiency with property management systems, office software, and operational technology.

• Demonstrated ability to identify problems, make sound decisions, and drive issues through to completion with minimal oversight.

$30-$40 per hour depending on experience

Bonus

• Seasonal performance bonus based on company profitability and performance.

• Paid Time Off (PTO) and paid sick leave

• Retirement savings plan & pension plan

• Healthcare reimbursement benefits (ICHRA)

• Flexible scheduling when business needs allow

• Team events, recognition, and company-provided snacks and coffee

• Professional development opportunities

• Relocation assistance available

This position follows the rhythm of the vacation rental industry. While the majority of work occurs during regular business hours, flexibility is expected during weekends, holidays, peak travel periods, severe weather events, and operational emergencies to ensure exceptional service for homeowners and guests.