Remote Property Operations Coordinator

Extenteam is currently looking for a Remote Property Operations Coordinator to join our growing organization and undertake the following tasks:

We are seeking a highly organized and detail-oriented Operations Coordinator to manage communication and financial tasks for property owners in the vacation rental industry. The ideal candidate will excel at inbox management, billing, and providing administrative support to ensure smooth and efficient operations. Experience in vacation rental management tools like Breezeway and proficiency in Excel are key to success in this role.

Owner Inbox Management:

• Filter and organize messages from property owners, addressing routine inquiries, and escalating important matters to the appropriate team members.
• Respond to owner queries professionally and efficiently, ensuring prompt communication.

Invoice Review:

• Review and verify vendor and service invoices for accuracy.
• Ensure that all charges align with work orders and service agreements.

Work Order Review (Breezeway to TRACK):

• Process transfer of completed work orders from Breezeway to PMS Software (TRACK).
• Review work orders in PMS and summarize work performed and attach billing charges.
• Review hours worked versus time billed, ensuring consistency and addressing discrepancies as necessary.
• Run weekly reporting from PMS for maintenance billing totals

Homeowner Statement Review:

• Review invoices to ensure accurate billing per homeowners portal and statement.
• Identify and resolve any discrepancies or issues in collaboration with the finance team.

Foundational Requirements:

● Excellent written and verbal English skills. No exceptions. This position will be communicating via phone, text, and email. 5 of 5 on all assessments.

● Prior experience in billing, invoicing, and financial record-keeping.

● Meticulous attention to detail when reviewing invoices, work orders, and financial statements to ensure accuracy.

● Strong organizational skills and the ability to multitask in a fast-paced environment.

● Ability to work independently in a remote work environment.

● Customer-Centric Mindset.

● Critical thinker.

● Ability to learn new software easily and efficiently.

Nice to haves:

● Vacation rental industry experience, working with VRBO, AirBnB, etc.

● Proficiency in Microsoft Excel and other data tools.

● Experience with property management software such as Track, Streamline and Breezeway, for work order management and task tracking.

TECHNICAL REQUIREMENTS:

- Internet speed minimum 30mbps
- i5 8th Gen or higher
- Windows 10 / MacOS Catalina or higher
- Minimum of 8 GB RAM

- LAN connection
- Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)
- Back-ups in case of power or internet provider interruptions
- Good headset and webcam (preferably noise-canceling headset)

WHO WE ARE:

EXTENTEAM is the #1 trusted outsourcer for property management professionals operating short-term rentals, vacation homes, multifamily communities, and boutique hotel properties.

WHAT WE DO

We support over a hundred different property management brands throughout the United States. Our virtual team members work exclusively to supercharge guest services, reservations, marketing, bookkeeping, IT support, and other core business functions.

OUR CORE VALUES:

- MISSION ACCOMPLISHED: We Work Smart & Get Stuff Done.
- OWN YOUR STUFF: We Own Our Stuff.
- WALK THE TALK: We Do What We Say We'll do.
- INTO THE WILD: We are Explorers.
- WORD AS BOND: Just Say It.
- ABOVE AND BEYOND: We Live Extenteam.

WHAT WE OFFER:

We offer our team members targeted development opportunities, both on a professional and personal level. We also offer:

- Competitive Salary
- Holiday Reward equivalent to 13th-month pay
- HMO
- Life Event Bonuses
- Preventive Mental Health Benefit