Job Description

Essential Responsibilities:

Reservations & Guest Support

• Assist with answering reservation calls as needed.

Property & Content Management

• Manage property profiles across all OTA (online travel agency) sites, ensuring listings are accurate, complete, and up to date.
• Assist in building new properties and owners into Track as the company onboards new clients.
• Check the Pending Property Photos list and coordinate scheduling availability for property photography.
• Set and reset properties for the photographer ahead of scheduled shoots.
• Upload completed photos and floor plans into Track.
• Update photos in Breezeway to keep property records current.

Reputation & Communications

• Manage all social media reviews and craft timely, on-brand responses.

Local Financial Operations

• Serve as the local contact for printing checks and processing deposits through the deposit machine.

Chargeback Management

• Monitor, research, and respond to chargebacks from all merchants, including AMEX.
• Communicate with property managers to gather the facts of each guest stay and the basis for the chargeback; partner with Finance for support as needed.

Payables & Vendor Billing

• Manage the payables inbox and facilitate vendor billing end to end.
• Collect vendor billing and issue batches to property managers for approval.
• Ensure accurate processing of vendor billing between Breezeway and Track.
• Alert Finance when weekly vendor billing batches are ready for payment.
• Collect approved invoices from property managers and upload them to the owner portal along with monthly statements.
• Coordinate with Finance, who will continue to enter invoice numbers, process billing in Track, and issue weekly vendor payments.

Owner Statement Processing

• Review and process owner statements for all properties at month end.
• Print and mail physical owner statements upon owner request.
• Partner with Finance, who will complete standard review and issue the monthly ACH owner payment batch. (Owner payment processing itself is not part of this role, except for statements completed by printed check in the office.)

Vendor & Homeowner Compliance

• Conduct monthly audits of vendor and homeowner Certificates of Insurance (COI), and collect updated documentation as needed to maintain compliance.

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