OFFICE MANAGER – Xploy Incorporated

DESCRIPTION
The Office Manager is a key point of contact for clients and is expected to build and maintain strong relationships as measured by the retention, profitability and guest satisfaction of their assigned portfolio. Exceed expectations of customers by being fully accountable for the appearance, inventory, cleanliness, and maintenance of his/her portfolio.

REQUIREMENTS
Friendly and patient phone personality; able to quickly respond to guests’ inquiries.
Must be a problem-solver and able to remain calm under pressure.
Basic understanding of Airbnb.com and VRBO.com
Proven experience as an Office Manager, Front Office Manager or Administrative Assistant

Knowledge of Office Administrator responsibilities, systems and procedures

Proficiency in MS Office (MS Excel and MS Outlook, in particular)

Hands on experience with office machines (e.g. fax machines and printers)

Familiarity with email scheduling tools, like Email Scheduler and Boomerang

Excellent time management skills and ability to multi-task and prioritize work

Attention to detail and problem solving skills

Experience in the Hospilitality Sector is a plus.

Excellent written and verbal communication skills

Strong organizational and planning skills in a fast-paced environment

A creative mind with an ability to suggest improvements

A Dioploma/ Degree in any of the Socila Sciences(Marketing Etc.)

Additional qualification as an Administrative Assistant or Secretary will be a plus

RESPONSIBILITIES
Position objectives are reached through these responsibilities but are not limited to them:

Confirm and review all new property worksheets and corresponding paperwork are updated and completed accurately and on a timely basis

Conduct quarterly customer reviews in person and via phone and email, maintaining documentation of discussion and action items

Monitor property usage to identify positive and negative guest satisfaction.

Approve monthly statement in conjunction with accounting department to ensure all credits and debits are accounted for and documented properly

Demonstrate ability to understand the company’s financial goals.

Maintain accurate records of all transactions and submit on a weekly basis (i.e., inspection reports, work orders, supply inventory, etc.)

Provide constant vendor/contractor communications concerning scheduling, billing, vendor relations and certificates of insurance

Ensure that A/P invoices are submitted for payment

Administrative

Provide support to all staff to encourage teamwork and lead as an example in creating a harmonious environment

Coordinate/Schedule photographer to take pictures of the units

Ensure current property files are properly maintained

Ensure all administrative paperwork is accurate, complete and submitted on a timely basis

Lead emergency team for property portfolio. Ensure proper response and handling of all emergencies at property, guests, buildings, etc. within company guidelines to minimize liabilities (i.e., criminal activity at property, weather, employee/guest injuries, fires, floods, freezes, etc.)

Coordinate maintenance schedule and assignments for property portfolio.

Schedule Seasonal Inspectors for pre-inspection/spot checking

Hires/Fires/trains/schedules housekeeping staff for assigned units

Offices are maintained and stocked according to company guidelines on a consistent basis

Guest Services

Find solutions to guest concerns in regards to property condition and request in timely manner to ensure guest satisfaction with management.

Ensure distribution of all company or property-issued notices (ie. Bad weather, emergency, etc.)

Maintenance

Maintain property appearance, cleanliness, inventory, and ensure repairs are noted and completed in a timely manner.

Responsible for installation/maintenance of WIFI in units

Assure quality and quantity of inventory items in each property

Ensure that all properties are walked and create/complete any work orders that require maintenance items are submitted/updated daily in software system

Ensure that all service requests by guests, owners, etc. are communicated and completed in a timely manner.

On Call

Being available 24/7 for customer support if such issue should arise (must be available by phone call or text message after hours)