Office Administrator

4 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. 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.

  • Office Administrator

    2 weeks ago

    Gatlinburg, United States WindRiver Lakefront & Golf Community Full time

    Job DescriptionJob DescriptionAyres 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...

  • Office Administrator

    4 weeks ago

    Gatlinburg, United States WindRiver Lakefront & Golf Community Full time

    Job DescriptionJob DescriptionAyres 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...

  • Office Administrator

    1 week ago

    Gatlinburg, United States WindRiver Lakefront & Golf Community Full time

    Job DescriptionJob DescriptionAyres 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...

  • Administrative Assistant

    4 weeks ago

    Gatlinburg, United States Norton Creek Resorts Full time

    Job DescriptionJob DescriptionSummary: Ayres Vacation Rentals, an affiliate of WindRiver, works with homeowners to offer guests the opportunity to stay in carefully curated properties that are professionally managed.  Founded by Local East Tennesseans, we take pride in having local teams that offer 5-star service & communication.   The Office...

  • Administrative Assistant

    2 weeks ago

    Gatlinburg, United States Norton Creek Resorts Full time

    Job DescriptionJob DescriptionSummary: Ayres Vacation Rentals, an affiliate of WindRiver, works with homeowners to offer guests the opportunity to stay in carefully curated properties that are professionally managed.  Founded by Local East Tennesseans, we take pride in having local teams that offer 5-star service & communication.   The Office...

  • Administrative Assistant

    3 weeks ago

    Gatlinburg, United States Gatlinburg Convention and Visitors Bureau Full time

    We are looking for a motivated individual to join a strong, professional team by undertaking daily administrative tasks to ensure the functionality and coordination of the organization's activities and projects. Extensive software skills, internet abilities, and strong communication skills are required.In this role, you will be responsible for a variety of...

  • Administrative Assistant

    3 weeks ago

    Gatlinburg, United States Gatlinburg Convention and Visitors Bureau Full time

    We are looking for a motivated individual to join a strong, professional team by undertaking daily administrative tasks to ensure the functionality and coordination of the organization's activities and projects. Extensive software skills, internet abilities, and strong communication skills are required.In this role, you will be responsible for a variety of...

  • Administrative Assistant

    3 weeks ago

    Gatlinburg, United States Gatlinburg Convention and Visitors Bureau Full time

    Job DescriptionWe are looking for a motivated individual to join a strong, professional team by undertaking daily administrative tasks to ensure the functionality and coordination of the organization's activities and projects. Extensive software skills, internet abilities, and strong communication skills are required.In this role, you will be responsible for...

  • Bookkeeper/administrative Assistant

    3 weeks ago

    Gatlinburg, United States Above the Mist Weddings Full time

    Light Accounting. QuickBooks. Payroll. Completely Flexible. **Job Types**: Full-time, Part-time Pay: $15.00 - $20.00 per hour **Benefits**: - Employee discount - Flexible schedule Experience level: - No experience needed Physical setting: - Office Supplemental pay types: - Commission pay **Education**: - High school or equivalent...

  • Chief Operations and Facilities Officer

    2 weeks ago

    Gatlinburg, TN, United States ARROWMONT SCHOOL OF ARTS AND CRAFTS Full time

    Description Position Summary The Chief Operations and Facilities Officer is a senior leadership position, reporting to the Chief Executive Officer. The position is responsible for six core functions: facilities, safety and maintenance; culinary operations; hospitality and guest services; retail operations; IT support services; and business office...

  • Supervisory Budget Analyst

    2 months ago

    Gatlinburg, United States National Park Service Full time

    Summary This position is located in Great Smoky Mountains National Park, in the Administration and Business Services Division. This is a Merit Promotion Announcement. Duties A Budget Officer serves as an advisor to management and staff on all matters relating to budget and finance. The Budget Officer is expected to be self-directed and motivated....

  • Construction Manager Representative

    5 days ago

    Gatlinburg, United States AFG Group, Inc. Full time

    Job Title Construction Manager Representative Location Gatlinburg, TN 37738 US (Primary) Category Construction Management Job Type Full-time Career Level Experienced (Non-Manager) Education Bachelor's Degree Travel Security Clearance Required Ability to obtain and maintain a U.S. Security Clearance, HSPD-12 Job Description Founded in 1990,...

  • OPC Marketing Manager

    3 weeks ago

    Gatlinburg, United States Westgate Resorts Full time

    Manages the Control, Gift Room, and Guest Service Agents. Serves as an administrative assistant to the Director of Marketing. Processes payroll for Field marketing. DUTIES Works closely with the Brokers who provide tours for Westgate Provides information and handles corrections necessary for their payroll Requests location and MC numbers for new...

  • Project Coordinator

    3 weeks ago

    Gatlinburg, United States IBI Group Full time

    Job DescriptionAs a Project Coordinator, you will support the project managers with project management duties to monitor the performance of large-scale projects; this support may include budget calculations, scheduling, and reporting. In addition, you will assist the project manager in contract preparation, maintaining work plans, providing quality review of...

  • Project Coordinator

    2 weeks ago

    Gatlinburg, United States IBI Group Full time

    Job DescriptionAs a Project Coordinator, you will support the project managers with project management duties to monitor the performance of large-scale projects; this support may include budget calculations, scheduling, and reporting. In addition, you will assist the project manager in contract preparation, maintaining work plans, providing quality review of...

  • OPC Marketing Manager

    3 weeks ago

    Gatlinburg, United States Westgate Resorts Full time

    Company DescriptionABOUT WESTGATE RESORTS Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida,...

  • OPC Marketing Manager

    2 weeks ago

    Gatlinburg, United States Westgate Resorts Full time

    Company DescriptionABOUT WESTGATE RESORTS Westgate Resorts provides a diverse range of vacation experiences. From sandy beaches on the Atlantic Ocean to snow-covered Utah mountains, families can affordably experience the country's most desirable vacation destinations. A world leader in the timeshare and hospitality industry, Westgate has resorts in Florida,...

  • Concession Mangement Specialist

    2 weeks ago

    Gatlinburg, United States U.S. Department of the Interior Full time

    Clarification from the agency Open to Current and former Federal employees, VEOA eligibles, Individuals with disabilities, Land Management Workforce Flexibility Act (LMWFA) eligibles, Military Spouses, Special authorities, Former Public Land Corp (PLC) Member and ICTAP/CTAP eligibles. Duties Collects, compiles, and maintains qualitative and...

  • Concession Mangement Specialist

    3 weeks ago

    Gatlinburg, United States U.S. Department of the Interior Full time

    Clarification from the agency Open to Current and former Federal employees, VEOA eligibles, Individuals with disabilities, Land Management Workforce Flexibility Act (LMWFA) eligibles, Military Spouses, Special authorities, Former Public Land Corp (PLC) Member and ICTAP/CTAP eligibles. Duties Collects, compiles, and maintains qualitative and...