Office Administrator - Vacation Rentals

Ayres Vacation Rentals (AVR) is a Knoxville based management company for rental properties in Norton Creek Resorts, Treehouse Grove Resorts, and other East Tennessee locations.

AVR is looking for an organized, detail-oriented professional to join our team as Office Administrator. This position plays a crucial role in providing exceptional office and reception service, ensuring a positive experience for guests and owners. This position is responsible for a wide range of administrative tasks, from managing incoming calls, responding to guest reviews, and assisting with various administrative needs.

Key Responsibilities:

1. Reception Service:

• Greet and assist guests and owners, providing exceptional service to create a positive first impression.
• Manage all incoming calls on Norton Creek main lines, directing them to the appropriate person or department.
• Respond to website Live Chat inquiries promptly and professionally.
• Return voicemails left overnight in a timely manner.
• Ensure guests have received needed check-in information on the day of their scheduled arrival, including RemoteLock codes.

Administrative Support:

• Maintain shared email inboxes and respond to inquiries efficiently.
• Manage and replenish stock of office and cleaning supplies, placing orders as needed.
• Complete bookings and details through the online reservation system (Guesty), including collecting and entering travel insurance when required.
• Maintain Listing Welcome books and ensure accurate information for guests.
• Track various assignments including projects, listing inventory, mileage/expenses, and maintenance schedules.
• Review guest feedback for maintenance and housekeeping needs and create related tasks in Breezeway.
• Manage vendor list and files, including contract details and insurance documentation.
• Maintain up-to-date property listings across multiple platforms.
• Schedule new property owners and process related paperwork.

Communication and Coordination:

• Work closely with all Norton Creek employees, communicating effectively through email, phone, and Microsoft Teams.
• Assist in documentation and implementation of Ayres Vacation Rentals protocols and Standard Operating Procedures.
• Support housekeeping staff by performing inspections and providing necessary assistance.
• Coordinate and schedule vendors as needed.

Financial Management:

• Collect, code, and submit all receipts and invoices to accounting in a timely manner.
• Follow up on failed payments and ensure adherence to proper collection rules.
• Review expense reports regularly for accurate coding.
• Assist with collections, invoice creation, and managing Stripe disputes.

Other Duties:

• Assist with various tasks for Ayres Company as needed.
• Provide support for hospitality concierge and respond to messages within Guesty.
• Assist with F&B ordering
• Organize staff calendars, manage scheduling, and assist with training manual updates.
• Maintain property listings on all platforms and assist with new listing inputs.

Qualifications:

• Proven experience as an office administrator, receptionist, or in a similar role.
• Excellent communication and interpersonal skills.
• Strong organizational and multitasking abilities.
• Proficiency in Microsoft Office Suite and online reservation systems.
• Attention to detail and ability to prioritize tasks effectively.
• Familiarity with accounting processes and software is a plus.