Property Management Administrative Coordinator

Benefits

• 401(k)
• Employee discounts
• Health insurance
• Paid time off

Position:
Property Management Administrative Coordinator

Department:
Property Management

Reports To:

Property Manager

Location:

In Person - Cincinnati, Ohio

Travel Advantage Network [TAN], established in 1992, services the vacations of over 30,000 clients that trust TAN for quality vacation experiences. The Property Management Administrative Coordinator is a critical operational role that supports the core of TAN's vacation fulfillment process. This position is responsible for the day-to-day execution of property onboarding and offboarding, inventory data management, financial billing coordination, and property marketing support.

The Property Management Administrative Coordinator ensures that all property records are accurate and up-to-date across all platforms, that accounts payable processes are completed accurately and on time, and that property marketing content is maintained to support the portfolio.

Property Onboarding, Offboarding & Inventory Data Management

Assist in the overall resort and unit onboarding process within the Property Management platform, including loading, opening for booking, assigning, and coordinating Quality Assurance and Unit Owner weeks and all related tasks.

Manage the offboarding process when properties leave the portfolio, ensuring the property is removed from all data points, websites, and the property management platform.

Liaise with IT and Finance to coordinate the assignment and proper loading and allocation of unit GL codes and unit .

Interact with all levels of management regarding data issues related to properties in the Property Management platform.

Maintain and distribute the Property Management Resort Area information repository as needed.

Liaison with Inventory trade partners to trade inventory to meet inventory needs and requirements.

Work collaboratively with the Property Manager and Director of Procurement & Inventory Management to maintain property lease renewal and inventory release schedules.

Audit and report Property Management maintenance tickets within Breezeway against TAN Service Level requirements, along with property and unit trend analysis.

Ensure proper checks and balances are documented and in place to reconcile all active leases with the specific inventory loaded and available for booking within the Property Management platform.

Maintain schedules, calendars, and reporting for all inventory consumption-based resorts.

Work cooperatively with local vendors to order and distribute all Point Central Security hardware, and schedule, facilitate, and coordinate hardware installation.

Maintain the active Point Central unit list; add and remove non-active units from subscription.

Own the completeness, accuracy, and reliability of all unit-level data within the Property Management platform.

Vendor and Inventory Management

Monitor, assign, and track work orders; measure and report on service level efficiency.

Maintain working relationships with landlords; communicate property improvement needs, renewal contingencies, and traveler feedback on property performance.

Travel to properties within assigned market to perform inspections for capital improvements, refurbishments, and validating previous scopes of work.

Invoice & Billing Administration ()

Manage the daily  inbox, including reviewing, organizing, and processing incoming invoices and payable requests.

Input and maintain accurate accounts payable records within the  system, ensuring all invoices are coded to the appropriate chart of accounts and property/entity.

Route invoices to the appropriate department manager or approver in a timely manner to support efficient payment processing.

Monitor invoice approval workflows and follow up on outstanding approvals as needed to maintain payment deadlines.

Verify invoice details for accuracy, completeness, and supporting documentation prior to processing.

Print and prepare BTO-related expenses and supporting documentation to submit to Director of Procurement & Inventory Management and Director of Finance.

Assist with vendor communication regarding billing questions, payment status updates, and invoice discrepancies.

Assist with setting up new vendors within the  system.

Divvy Spend & Expense Management

Manage daily Divvy spend and expense activity, ensuring transactions are accurately coded to the appropriate chart of accounts, departments, properties, or projects.

Review and identify transactions requiring allocation or split coding, including BTO-related expenses.

Stage and prepare finalized transactions for synchronization with Quick Books Desktop.

Print and prepare BTO-related expense reports and supporting documentation.

Monitor outstanding expense documentation and follow up with property management cardholders to ensure receipts and required supporting materials are submitted in a timely manner.

Property Marketing & Content Support

Manage and distribute TAN inventory email communications including: weekly VIP…