Property Management Administrative Coordinator

Job Description

Job Description

Benefits:

• 401(k)
• Employee discounts
• Health insurance
• Paid time off

Position: Property Management Administrative Coordinator
Department: Property Management
Reports To: Property Manager
Location: In Person - Cincinnati, Ohio

Travel Advantage Network [TAN], established in 1992, services the vacations of over 30,000 clients that trust TAN for quality vacation experiences. The Property Management Administrative Coordinator is a critical operational role that supports the core of TAN's vacation fulfillment process. This position is responsible for the day-to-day execution of property onboarding and offboarding, inventory data management, financial billing coordination, and property marketing support. The Property Management Administrative Coordinator ensures that all property records are accurate and up-to-date across all platforms, that accounts payable processes are completed accurately and on time, and that property marketing content is maintained to support the portfolio.

Position Responsibilities:

Property Onboarding, Offboarding & Inventory Data Management

• Assist in the overall resort and unit onboarding process within the Property Management platform, including loading, opening for booking, assigning, and coordinating Quality Assurance and Unit Owner weeks and all related tasks.
• Manage the offboarding process when properties leave the portfolio, ensuring the property is removed from all data points, websites, and the property management platform.
• Liaise with IT and Finance to coordinate the assignment and proper loading and allocation of unit GL codes and unit ID numbers.
• Interact with all levels of management regarding data issues related to properties in the Property Management platform.
• Maintain and distribute the Property Management Resort Area information repository as needed.
• Liaison with Inventory trade partners to trade inventory to meet inventory needs and requirements.
• Work collaboratively with the Property Manager and Director of Procurement & Inventory Management to maintain property lease renewal and inventory release schedules.
• Audit and report Property Management maintenance tickets within Breezeway against TAN Service Level requirements, along with property and unit trend analysis.
• Ensure proper checks and balances are documented and in place to reconcile all active leases with the specific inventory loaded and available for booking within the Property Management platform.
• Maintain schedules, calendars, and reporting for all inventory consumption-based resorts.
• Work cooperatively with local vendors to order and distribute all Point Central Security hardware, and schedule, facilitate, and coordinate hardware installation.
• Maintain the active Point Central unit list; add and remove non-active units from subscription.
• Own the completeness, accuracy, and reliability of all unit-level data within the Property Management platform.

Vendor and Inventory Management

• Monitor, assign, and track work orders; measure and report on service level efficiency.
• Maintain working relationships with landlords; communicate property improvement needs, renewal contingencies, and traveler feedback on property performance.
• Travel to properties within assigned market to perform inspections for capital improvements, refurbishments, and validating previous scopes of work.

Invoice & Billing Administration (Bill.com)

• Manage the daily Bill.com inbox, including reviewing, organizing, and processing incoming invoices and payable requests.
• Input and maintain accurate accounts payable records within the Bill.com system, ensuring all invoices are coded to the appropriate chart of accounts and property/entity.
• Route invoices to the appropriate department manager or approver in a timely manner to support efficient payment processing.
• Monitor invoice approval workflows and follow up on outstanding approvals as needed to maintain payment deadlines.
• Verify invoice details for accuracy, completeness, and supporting documentation prior to processing.
• Print and prepare BTO-related expenses and supporting documentation to submit to Director of Procurement & Inventory Management and Director of Finance.
• Assist with vendor communication regarding billing questions, payment status updates, and invoice discrepancies.
• Assist with setting up new vendors within the Bill.com system.

Divvy Spend & Expense Management

• Manage daily Divvy spend and expense activity, ensuring transactions are accurately coded to the appropriate chart of accounts, departments, properties, or projects.
• Review and identify transactions requiring allocation or split coding, including BTO-related expenses.
• Stage and prepare finalized transactions for synchronization with QuickBooks Desktop.
• Print and prepare BTO-related expense reports and supporting documentation.
• Monitor outstanding expense documentation and follow up with property management cardholders to ensure receipts and required supporting materials are submitted in a timely manner.

Property Marketing & Content Support

• Manage and distribute TAN inventory email communications including: weekly VIP Excess Inventory newsletter (Tuesdays), weekly Standard Excess Inventory newsletter (Thursdays), and monthly property promotional emails as directed.
• Maintain and update the Inventory Updates page on the website on a monthly basis.
• Update Just Released Properties and scrolling tile content on the website as needed and as directed.
• Coordinate the selection of Photo Contest Grand Prize Winners on an annual basis.
• Create and edit "About This Property" descriptions for newly loaded properties; edit existing descriptions as needed.
• Update property reviews and client testimonials on the website as needed.
• Maintain the property and unit photo repository; update photos for new properties and refresh existing portfolio as needed.
• Complete Property One Sheeters for newly loaded properties.
• Coordinate property and unit photography for newly loaded properties and recently renovated properties.

Requirements:

• Ability and willingness to travel to properties within assigned markets at least once per month from September through May, with additional travel as needed during June through August.
• Tuesday through Saturday, 9:30 am 5:30 pm
• Strong listening, oral, and written communication skills.
• Analytical thinking and problem-solving ability.
• Appreciation for matters requiring urgency, with strong time management skills.
• Ability to prioritize and manage multiple tasks simultaneously.
• Positive and cooperative attitude.
• High attention to detail, particularly for data entry, financial coding, and content accuracy.

Qualifications:

• Minimum 57 years of related experience in an administrative role supporting a mid-size company; educational equivalent considered.
• Prior hospitality or travel/entertainment industry background is a strong plus.
• Must be proficient in Microsoft Suite (Outlook, Excel, PowerPoint).
• Excellent written and oral communication skills.

Compensation/Benefits:

• Salary range: $50,00 - $60,000
• Medical, Dental, and Vision Insurance
• Life Insurance
• 401(k) plan with company match of 100% on the first 1% contributed and 50% on the next 5%.
• Paid Time Off annually and paid company holidays and floating holidays in accordance with Company policy.

Tentative Travel Calendar