Sunriver Resort Realty Office Manager

Company Name:
Destination Hotels & Resorts
Sunriver Resort Realty Office Manager
Property Sunriver Resort
Company Introduction Destination Hotels & Resorts began in 1972 with the development and management of condominium resorts. Since then, we have grown to become consistently ranked as one of the top ten hospitality & property management companies in the country (ranked by Hotel Business Magazine) with more than 9,300 employees, over 9,600 hotel rooms and condominium units, and more than $2.2 billion in assets under management. We are a wholly owned subsidiary of Los Angeles-based Lowe Enterprises, a privately-held, national real estate organization active in commercial and hospitality property management investment, and development. Since its inception, Lowe has been responsible for more than $16 billion in assets nationwide.
Destination Hotels & Resorts fosters a creative, entrepreneurial and energetic work environment where people come to work and have the opportunity to make personal contributions to the business in which they work. We value passionate people who love to be challenged and desire the freedom to contribute to the overall success of the organization, while accepting full responsibility and accountability. Your role will be integral to the success of meeting our clients expectations and the continued growth of the company. We strive to create a work place culture that values family, work life balance, and community. We help develop our associates and provide support for them to be professionally successful and to have future growth opportunities predicated on that success.
Property Introduction Sunriver Resort, Oregon''s most popular resort destination, is located on the Eastern slopes of the Cascade Mountain Range, 17 miles south of Bend, Oregon . Enjoying nearly 300 days of sunshine each year, Sunriver Resort combines world-class recreation and resort amenities with Oregon''s natural beauty to create an extraordinary vacation destination. The resort boasts three world-class golf courses, which have won many awards including Golf Magazine s coveted Gold Medal as one of America s best golf resorts. Guests looking to relax can take refuge in our renowned Sage Springs Club and Spa. Offering a full range of massages, facials, body treatments, and salon services, our spa is the refuge of choice for relaxation-seekers.
Job Description SUMMARY: The Office Manager is responsible for overall administrative support of the property management department, as well as support for Sunriver Realty account and financial duties. S/he will work with business/department managers and associates to ensure the effectiveness and overall success of the departments. The Property Management and Realty Office Manager will assist in maintaining the AAA Four Diamond standards.
The Office Manager will always conduct him/herself in manner which supports the guiding principles of Destination Hotels & Resorts:
Acts with the highest ethical standards, treating others fairly & with respect.
Empower a diverse group of talented and prepared people.
Nurture lasting relationships with investors, customers and team members
Achieve optimum investment performance.
Focus on Continuous improvement of quality assets and services.
Consistently work to balance our lives and contribute positively to our communities.
The Office Manager shall strive to provide exceptional service to both internal and external guests at all times. S/he will be responsible for exemplifying the Sunriver Resort Culture as well as promoting Sunriver Resort as both the Destination and Employer of Choice!
Add and remove homes from rental program. This includes processing owner contracts, updating various spreadsheets and databases, and all the other steps associated with the file change process. Notify other affected departments of unit status changes.
Update owner addresses and contact information in various spreadsheets and databases.
Update unit quality ratings in various spreadsheets and databases
Make owner and guest of owner reservations
Meet and greet owners and guests in person and by telephone, providing information and answering questions about property management services.
Respond to owner inquiries regarding monthly statements, credits, billing and other issues, and resolve in accordance with policies. Follow-up with owners on any past due invoices.
Manage home & condo rental rates, cleaning fees, rental charges, maintenance fees, and all related charges. Input/update these rates and fees in applicable databases and spreadsheets.
Process owner statements, workorders and owner billings: post owner charges; process invoices and send to accounting dept. weekly for payment.
Coordinate collection of guest damages. This includes verifying appropriate charges for Owner Relations manager, housekeeping, and maintenance and/or outside vendors, contacting guest, and collecting funds.
Process owner cleaning coupons (Owner Rewards)
Plan the annual owner meeting (location, invitations, menu, presentation content.)
Update SMS and Sunriver website. Review property management pages monthly to ensure accurate content, and proper function of booking engine.
Clerical assistance / data entry for dept.
Order office supplies, ensuring proper stocking levels
Coordinate photography (new homes as well as retakes of existing homes) with photographer (internal, or outside vendors).
Manage accounts payable (invoice coding and approval), and forecast Rev/Exp/COGS for Department 775.
Maintain DP Admin ( Destination Privileges) website w/home details, inventory, photos, etc.
Assist in preparing reports for quarterly Partner Meetings
ROC - Department representative, active involvement in decisions regarding rates and occupancy policies.
Organize and manage the annual Owner Reward coupon book program.
Prepare annual department budget.
Quarterly/Annual financial analysis for rental revenue for all property, sorted as needed to identify trends and issues
Expense posting/expense control - various spreadsheets
Enhanced Marketing Program - Process the 5%25%20EMP Commission rebate to owners - IMPORT
Monthly Pcard reconciliation (RM''S and CM card)
Month end postings (Owner charges)
Print SMS Work Orders and bring ALL statement back up to Accting
Hire; train, supervise all Realty staff including transaction coordinator; reception staff, marketing staff.
Cross-train staff in Realty and Property Management functions as needed.
Manage all Realty accounts payable and forecast Revenue, Expenses and COGS
Process real estate closings and prepare check requests
Track commission split percentages using rolling-12 sales reports
Coordinate monthly, quarterly and annual agent recognition and reward program for sales results and for years of service.
Provide back-up to Realty Transaction Coordinator during periods of absence for input of transaction data into Realty "Access database
Assist with reception duties as needed;
Assist Transaction Coordinator with monthly and annual agent billings for MLS dues, association fees, and other expenses.
Assist Transaction Coordinator with all product orders, including signs, stationery, business cards, etc.
Promotes high associate morale
Instills a calm, organized approach in all stressful situations
Responds to any applicable guest, front desk or resident manager request as needed
Report any needed repairs immediately to supervisor (such as leaky faucets or toilets, loose tile, broken window panes, missing nuts or screws, etc.).
Offers warm and sincere welcome/farewell for all guests of Sunriver Resort including use of guest name & good eye contact with each guest
Maintains an up to date working knowledge of all resort amenities as well as any special events
Interacts with resort staff in a professional manner, assisting other departments with necessary information
Up sells other resort services and amenities to guests
Always maintains a professional demeanor and attitude
Communicates all pertinent information to the Property Management and Realty team
Follows set procedures on posting, charges, cashing checks, safe deposits and refunds
Maintains constant awareness of safety issues, (i.e. broken glass, frayed electrical cords, leaks, broken locks and suspicious persons). Reports all safety incidents to on-duty supervisor.
Follows the required procedures for handling, cleaning, disposing, or moving of objects/materials and/or the clean-up of blood, infectious materials, or body fluids containing blood in accordance with the OSHA Blood-borne Pathogen Standards.
Acts with responsibility towards all company property, supplies and equipment.
Maintains a professional appearance. Follows all Sunriver Resort dress code standards.
Remains alert, courteous and helpful to the guests and colleagues at all times.
Performs other duties as assigned
Required Qualifications EXPERIENCE & EDUCATION:
High school diploma or equivalent required
Two or four year degree from accredited college or university preferred
At least two years of prior experience in managing a portfolio of homes or condominiums, preferably in a resort or vacation destination.
Prior AAA Four Diamond Standards experience preferred
Must be a United States citizen or possess a valid work permit
Must have a valid driver s license and meet company driving standards
Must have excellent phone etiquette
Must be able to read, write and speak English
Must have strong computer skills
Must have strong management skills
Must have strong working knowledge of Microsoft Office programs and SMS or similar hotel/property management software
Must have exceptional detail in follow-up
Must be able to work well under pressure
Must be able to accurately follow instructions, both verbally and written
Must possess excellent communication skills
Must be professional in appearance and demeanor
Must have excellent listening skills
Must always ensure a teamwork environment
Ability to work a flexible schedule that may include evenings, weekends and holidays
Must have the ability to deal effectively and interact well with the guests and associates
Must have the ability to resolve problems/conflicts in a diplomatic and tactful manner
Must have a passion for creating an exceptional experience for all guests
Must be able to perform simple grasping, fine manipulation, and repetitive hand & arm movements frequently, and squeezing & overhead reaching occasionally.
Must be able to work indoors or outside;
Must be able to stand on feet throughout the day;
Must be able to frequently lift up to 20 lbs and occasionally lift up to 50 lbs with assistance;
Must be able to bend, squat crawl, kneel, push, pull, walk on uneven surfaces on an occasional basis;
While primarily an indoor job, must be able to walk outside in a variety of weather conditions (rain, wind, snow, heat);
Must be able to climb stairs occasionally, both indoors and outside in a variety of weather conditions (rain, wind, snow, heat).
Preferred Qualifications
City Sunriver
State Oregon
Job Type Full Time
Type of Position Entry Level Management

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