Vendor Recruitment & Operations Coordinator

FIBI Vacation Rentals is a nationwide full-service short-term rental management company focused on helping real estate investors maximize returns through professional operations, strategic revenue management, and exceptional guest experiences.
We manage properties across multiple states and markets throughout the United States. To support our nationwide footprint, we rely on a large network of independent contractors and service providers who help keep our properties operational, guest-ready, and performing at a high level.
We are seeking a highly organized, proactive, and detail-oriented Vendor Acquisition & Operations Coordinator to oversee vendor recruitment, onboarding, project coordination, claims management, and operational support across our portfolio.
Position Overview
The Vendor Coordinator serves as a critical bridge between onboarding, operations, cleaning coordination, repairs & maintenance, and vendor management.
This role is primarily responsible for building and maintaining our nationwide vendor network by sourcing, interviewing, vetting, onboarding, training, and launching independent contractors into our systems and processes.
The ideal candidate is highly organized, comfortable communicating with vendors by phone, able to manage multiple projects simultaneously, and proactive in identifying solutions rather than simply following existing processes.
In addition to vendor acquisition and onboarding, this position supports special projects, utility setup and transfers, damage claim management, and provides cross-functional support to operational departments when needed.
Key Responsibilities
Vendor Recruitment, Vetting & Onboarding
This is the primary responsibility of the role.
Source, recruit, and onboard independent contractors nationwide
Identify qualified cleaners, handymen, maintenance technicians, landscapers, pool technicians, hot tub technicians, inspectors, runners, trash services, and specialty vendors
Research local markets and develop vendor coverage in new and existing service areas
Contact prospective vendors by phone, text, email, and other outreach methods
Conduct vendor interviews and qualification assessments
Gather and compare vendor quotes, pricing, service offerings, and availability
Verify vendor qualifications, insurance, experience, and professionalism
Evaluate vendors against company standards to determine overall fit
Negotiate pricing and service expectations when appropriate
Complete vendor onboarding and documentation requirements
Train vendors on company policies, procedures, quality standards, communication expectations, and software systems
Ensure vendors are fully operational and capable of servicing assigned properties
Build and maintain backup vendor coverage across all active markets
Continuously improve vendor coverage, quality, response times, and operational efficiency throughout the portfolio
Special Projects & Vendor Coordination
Coordinate vendor-related projects for new property onboarding and existing property improvements
Source and obtain quotes from contractors and specialty vendors for repairs, upgrades, installations, furnishing projects, and special initiatives
Serve as the primary point of contact between vendors and internal teams throughout project execution
Coordinate vendor scheduling, communication, and project timelines
Work closely with the Onboarding Team, Interior Design Team, and Operations Team to ensure project goals are achieved
Monitor project progress and proactively address delays or issues
Ensure projects are completed accurately, on time, within budget, and according to scope
Damage Claims & Reimbursement Management
Manage guest damage and reimbursement claims from start to finish
Collect supporting documentation, photos, invoices, videos, vendor estimates, and other evidence
Prepare and submit claims through Airbnb AirCover, Safely, security deposit programs, and other claim platforms
Track claims throughout the review and approval process
Follow up consistently with platforms, insurance providers, vendors, and guests as necessary
Ensure approved claims are paid and properly documented
Identify opportunities to improve claim success rates and recovery amounts
Property Operations Support
Assist with utility account setup, transfers, and service activations for new properties
Coordinate internet, electric, gas, water, trash, and other utility services when requested
Support onboarding projects by coordinating operational vendors and service providers
Cross-train with Cleaning Coordination and Repairs & Maintenance departments
Assist with cleaning, maintenance, and operational workflows during periods of increased volume
Support efforts to ensure properties remain guest-ready and operational at all times
Provide backup support to operational departments when needed
Qualifications
Required
Strong experience recruiting, hiring, vetting, onboarding, and managing independent contractors or vendors
Strong understanding of U.S. residential homes, home systems, and common property maintenance needs
Experience working directly with cleaners, contractors, handymen, maintenance technicians, and service providers
Excellent verbal English communication skills with confidence conducting interviews and vendor calls BY PHONE.
Strong written communication skills
Exceptional organizational and multitasking abilities
Ability to manage multiple projects and competing priorities simultaneously
Strong problem-solving and critical-thinking skills
Ability to identify process improvements and proactively solve operational challenges
Ability to work independently with minimal supervision
High attention to detail and strong follow-through
Preferred
Experience in short-term rental management, hospitality, property operations, vendor management, or property management
Experience coordinating projects involving multiple vendors and contractors
Experience handling damage claims, insurance, and reimbursements
Familiarity with:
Hostaway
ClickUp
Z-Inspector
Google Workspace
Safely and AirCover claim platforms
Success Looks Like
A successful Vendor Recruitment & Operations Coordinator:
Consistently sources and hires high-quality vendors that meet company standards and budget requirements
Builds and maintains strong vendor coverage and backup coverage across all active markets
Successfully trains and launches vendors into operations with minimal issues
Coordinates projects efficiently while keeping vendors accountable to timelines, scope, and budget
Resolves damage claims accurately and maximizes claim recovery
Serves as a reliable bridge between onboarding, operations, cleaning coordination, and repairs & maintenance teams
Maintains a strong sense of ownership and accountability over assigned projects and responsibilities
Compensation & Benefits
Full-Time (40 Hours Per Week)
PST Schedule Required
100% Remote Position
Long-Term Opportunity
Employee Stock Plan available
$6-$8/hr, depending on experience and skills

To Apply
This will be a TWO-PART APPLICATION PROCESS. To begin the application, please follow these 3 steps, below. Once completed, we will follow up to provide instructions for the second part. The second part will include a working test of your skills.

Please submit:
1. Resume
2. A short video (3 minutes MAX) introducing yourself. You must include the following:
-You must say “Hi FIBI”
-Don’t read an AI-written transcript verbatim
-Briefly describe your experience sourcing vendors
-Describe to me: 3 ways how sourcing a cleaner for an AirBnB/STR property is different from a regular home cleaner.
-Describe to me: 3 options of how you would source an inexpensive, reliable handyman for an STR
-We’re installing an above ground hot tub for an STR in St Louis, MO. List any and all vendors we may need to source for this project to be successfully completed.
-Briefly tell me explicitly if you have YES or NO processed damage claims on AirBnB and/or Safely