Office Manager- Beach Properties of Hilton Head

Towne•Hilton Head Island, SC

20h•Onsite

About The Position

Beach Properties of Hilton Head is seeking an Office Manager to oversee various operational tasks. This role involves managing property listings, guest communications, financial operations, and vendor relations. The ideal candidate will be detail-oriented and capable of handling multiple responsibilities efficiently.

Requirements

Proficiency in managing property profiles across OTA sites.
Experience with property management software (Track, Breezeway).
Ability to manage social media reviews and communications.
Experience with financial operations, including check printing and deposit processing.
Skills in chargeback management and dispute resolution.
Experience in managing payables and vendor billing.
Ability to process owner statements.
Experience with auditing vendor and homeowner Certificates of Insurance (COI).
Strong communication and coordination skills.

Responsibilities

Assist with answering reservation calls as needed.
Manage property profiles across all OTA (online travel agency) sites, ensuring listings are accurate, complete, and up to date.
Assist in building new properties and owners into Track as the company onboards new clients.
Check the Pending Property Photos list and coordinate scheduling availability for property photography.
Set and reset properties for the photographer ahead of scheduled shoots.
Upload completed photos and floor plans into Track.
Update photos in Breezeway to keep property records current.
Manage all social media reviews and craft timely, on-brand responses.
Serve as the local contact for printing checks and processing deposits through the deposit machine.
Monitor, research, and respond to chargebacks from all merchants, including AMEX.
Communicate with property managers to gather the facts of each guest stay and the basis for the chargeback; partner with Finance for support as needed.
Manage the payables inbox and facilitate vendor billing end to end.
Collect vendor billing and issue batches to property managers for approval.
Ensure accurate processing of vendor billing between Breezeway and Track.
Alert Finance when weekly vendor billing batches are ready for payment.
Collect approved invoices from property managers and upload them to the owner portal along with monthly statements.
Coordinate with Finance, who will continue to enter invoice numbers, process billing in Track, and issue weekly vendor payments.
Review and process owner statements for all properties at month end.
Print and mail physical owner statements upon owner request.
Partner with Finance, who will complete standard review and issue the monthly ACH owner payment batch. (Owner payment processing itself is not part of this role, except for statements completed by printed check in the office.)
Conduct monthly audits of vendor and homeowner Certificates of Insurance (COI), and collect updated documentation as needed to maintain compliance.