Property Management Administrative Coordinator
About The Position
Since 1992, TAN has delivered quality vacation experiences to more than 30,000 clients. Behind every booking is accurate property data, clean billing, and well-presented inventory and that's where you come in. As our Property Management Administrative Coordinator, you'll be the operational engine behind our vacation fulfillment process. From the moment a property joins our portfolio to the day a traveler checks in, you'll make sure the data is right, the bills are paid, and the property shines online. If you love owning your work end-to-end and take pride in getting the details right, this role was built for you.
Requirements
- 5–7+ years of administrative experience supporting a mid-size company (or equivalent education).
- Strong Microsoft Suite skills (Outlook, Excel, PowerPoint).
- Sharp analytical thinking and clear, confident communication.
- The organizational chops to juggle multiple priorities with urgency and the eagle eye to keep data, financial coding, and content flawless.
- A positive, cooperative attitude and willingness to travel to properties in your market.
Nice To Haves
- Hospitality or travel industry experience? Even better.
Responsibilities
- Own property onboarding and off-boarding in our Property Management platform: loading units, opening bookings, and coordinating Quality Assurance and Unit Owner weeks.
- Partner with IT and Finance on GL codes and unit IDs, and keep lease renewal and inventory release schedules on track with the Property Manager and Director of Procurement & Inventory Management.
- Audit maintenance tickets in Breezeway against our service-level standards and spot trends before they become problems.
- Manage Point Central Security hardware — from vendor ordering to installation scheduling to keeping the active unit list current.
- Own the completeness, accuracy, and reliability of all unit-level data.
- Monitor, assign, and track work orders, and report on vendor service-level performance.
- Build strong landlord relationships — communicating improvement needs, renewal contingencies, and traveler feedback.
- Hit the road monthly (September–May, with extra summer travel) to inspect properties, validate completed work, and scope capital improvements firsthand.
- Run the daily Bill.com inbox: review, code, and route invoices to the right approvers so payments never miss a deadline.
- Manage Divvy spend and expense activity, coding transactions accurately and staging them for QuickBooks Desktop sync.
- Prepare BTO expense documentation for the Directors of Procurement and Finance.
- Be the friendly point of contact for vendor billing questions and new vendor setup.
- Send our weekly VIP and Standard Excess Inventory newsletters and monthly property promotions.
- Write and refresh "About This Property" descriptions, update reviews and testimonials, and keep the photo repository looking its best.
- Coordinate photography for new and renovated properties, create Property One Sheeters, and run the annual Photo Contest Grand Prize selection.
Benefits
- Medical, dental, vision, and life insurance.
- 401(k) with 100% match on your first 1% and 50% on the next 5%.
- Travel perks, paid time off, plus company and floating holidays.
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What This Job Offers
Job Type
Full-time
Career Level
Mid Level
Education Level
No Education Listed
