Office Manager- Beach Properties of Hilton Head

Towne Family of Companies•Hilton Head Island, SC

3d•Onsite

About The Position

This role is responsible for a variety of tasks supporting the operations of Beach Properties of Hilton Head. Key areas include reservations and guest support, property and content management, reputation management, local financial operations, payables and vendor billing, owner statement processing, and vendor/homeowner compliance.

Requirements

Experience with reservations and guest support.
Proficiency in managing property profiles on OTA sites.
Experience with property onboarding processes.
Ability to schedule and coordinate photography.
Skills in setting up properties for photography shoots.
Experience uploading photos and floor plans into management systems (Track).
Experience updating property records in Breezeway.
Experience managing social media reviews and responding to them.
Experience with local financial operations, including check printing and deposit processing.
Experience with chargeback management and response.
Ability to communicate effectively with property managers to gather information for chargebacks.
Experience managing payables inboxes.
Experience facilitating vendor billing processes.
Ability to collect vendor billing and issue batches for approval.
Experience ensuring accurate processing of vendor billing between systems (Breezeway and Track).
Ability to alert Finance departments about vendor billing batches.
Experience collecting approved invoices and uploading them to owner portals.
Experience processing owner statements.
Ability to print and mail owner statements.
Experience conducting audits of vendor and homeowner Certificates of Insurance (COI).
Ability to collect updated documentation for compliance.

Nice To Haves

Partnering with Finance for support as needed.
Partnering with Finance for standard review and issuing ACH owner payment batches.

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.
Conduct monthly audits of vendor and homeowner Certificates of Insurance (COI), and collect updated documentation as needed to maintain compliance.