Owners Relations Assistant

Summary

This position is responsible for providing administrative support to the Owners Relations Director and assist condominium owners as needed.

ESSENTIAL DUTIES AND RESPONSIBILITIES

• Enter Private unit reservations that are received on a daily basis, as well as any cancelations, changes, early check-in or late check-out requests sent by the managers.
• Verification and control of Private unit staff and contractors.
• Private unit’s verification of required documents on a monthly and yearly basis.
• Information updates, managers, contacts, private unit count.
• Keep track of any repairs and damages and/or emergencies happening in private units.
• Distribute general information for private unit managers and owners.
• Manage any disputes as requested.
• Report incidents, complaints, start investigations as needed.
• Process any payments and fees related to private units.
• Assist during the process of the month end and other related reports.
• Assist with monthly and quarterly Owner statements.
• Make reservations for owners as requested.
• Assist on the rotation system of the owner’s apartments.
• Send amenities for owner’s stays.
• Assist with balance reconciliations and allocations of owner’s expenses.
• Conduct site visits with realtors.
• Conduct daily room inspections for owner’s arrival.
• Perform general offices duties which include preparing and maintaining all owners’ files answering phones, filing, mailings of owner’s mail
• Assist with the maintenance of new and old owner’s history files.
• Assist with coordinating Resident Program operations with other departments.
• Maintain open communication with unit owners
• Assist the Owners Relations Manager with resolving owner issues
• Assist with the follow up of owner’s requests.
• Enter invoices if necessary.
• Basic management of the association system, to be able to generate owner statements, locate invoices and vendors.
• Filing of association documents.
• Assisting with mailing checks for vendors
• Assisting with coordinating association meetings and mailing if needed.
• Run aging reports and billing owners if needed
• Emailing condominium statements to all unit owners in monthly basis.
• Other duties and responsibilities may be assigned.  The team member is expected to work in other areas of the hotel when needed to assist operations to perform job duties not necessarily contained in this job description.

Education / Experience

The requirements listed below are representative of the knowledge, skill, and/or ability required.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

• Two year degree in Accounting or Finance related field preferred
• Hospitality and/or condominium background and customer service skills preferred.
• Or combination of education and experience.

Requirements

• Physical demands
  • While performing the duties of this job, the team member is frequently required to sit, stand, walk, talk and hear
  • The team member is frequently required to use hands to finger, handle, or feel objects, tools, or controls

• • Position may require reaching with hands and arms
• Communication
  • Ability to communicate, both verbally and written, effectively with owners, guests, vendors and co-workers
  • Must read, write and speak English & Spanish fluently
• Computer skills
  • Strong Microsoft Office skills with emphasis on Excel

Work Environment

The work environment characteristics described here are representative of those that a team member must be able to handle to successfully perform the essential functions of this job.  Reasonable accommodations may be made to enable individuals with disabilities to perform in this environment.

Noise level in the work environment is usually moderate.