Office Administrator

3 weeks ago

Gatlinburg, United States WindRiver Lakefront & Golf Community Full time

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 in Gatlinburg, TN. 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.

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