The Administrative Assistant reports directly to the Property Manager and Residential Services Manager. This role drives daily administrative operations for rental units and residential properties, ensures top-tier resident satisfaction, and manages cleaning and maintenance schedules. A core focus of this position is the creation, implementation, and optimization of digital workflows—specifically utilizing EZ Care, Lodgix and related property systems—to link housekeeping and engineering operations directly with billing, labor allocation, payroll, and accommodations data analytics. Other duties as assigned.
Job Breakdown:
Residential Services - 75% Accommodations - 25%
Key Responsibilities Digital Process Optimization & Tech Integration Workflow Automation:
Build, test, and refine digital workflows within systems (EZ Care, Lodgix and booking platforms) to automatically assign tasks to housekeeping and engineering teams based on guest checkout schedules.
System Integration & Billing:
Sync operational completions in EZ Care and Lodgix with back-office accounting systems to automate owner billing, guest charges, and contractor payments.
Labor & Payroll Tracking:
Audit digital timestamps and completion logs from field staff to verify hours worked, ensuring precise labor allocation and streamlined payroll processing.
Process Modernization:
Eliminate manual timesheets, and spreadsheet-based scheduling by moving all workflows into digital tracking systems.
Staff & Vendor Onboarding:
Create digital SOPs and train housekeeping, engineering staff, and third-party vendors on using mobile portals for clocking hours and updating task statuses. Champion a new digital culture throughout the organization to optimize efficiencies and streamline workflows.
Data Analysis & Accommodations Metrics Labor Allocation Analytics:
Analyze data dashboards weekly to evaluate staff productivity, calculate average time spent per clean/repair, and optimize daily labor deployment.
Operational Reporting:
Generate data reports on maintenance costs, housekeeping velocity, and asset downtime to help management make budget decisions.
Trend Analysis:
Monitor recurring engineering issues through digital logs to forecast inventory needs and identify properties requiring preventative maintenance.
Property Maintenance & Engineering Operations Engineering and Housekeeping Dispatch:
Schedule and digitally track preventative maintenance and emergency engineering repairs, prioritizing tasks based on real-time occupancy.
Meticulous Record-Keeping:
Maintain digitized logs of property maintenance activities, building compliance documents, and vendor warranties.
Inspection Audits:
Oversee and digitally delegate routine inspections before and after guest stays to enforce strict property quality standards.
Short-Term Rental Program & Guest Services Engineering and Housekeeping Supervision:
Work in collaboration with the Residential Services Supervisor to oversee real-time progress of room cleans via digital dashboards, ensuring rapid room turnover for incoming guests. Prioritize based on urgencies.
Amenity & Provisioning Management:
Supervise home stocking programs digitally, verifying inventory thresholds are met before guest arrivals.
Guest & Owner Relations:
Provide high-touch support, recording service complaints and keeping homeowners updated on the status of their properties.
Escalation Handling:
Act as the primary contact for immediate engineering and emergency requests, escalating critical operational risks directly to the Property Manager.
Inventory Management Control and Purchasing Qualifications and Skills:
Tech-Savvy Operations:
Proven experience using EZ Care, Lodgix tracking tools, or equivalent Property Management Systems (PMS), Microsoft Suite, Google Drive, AI platforms, Jonas Club Software, Security Software, Asana, and more.
Data & Payroll Literacy:
Comfortable reviewing operational data logs, matching time-trackers to payroll records, and generating basic spreadsheet reports. Monitor and track Overtime.
Process Design:
Demonstrated ability to design tech-based workflows, digital checklists, or automated schedules.
Nevada Property Regulations:
Working knowledge of Nevada state regulations regarding residential property management and tenant laws preferred.
Expert Organization:
Masterful multitasking skills with an ability to rank urgent property needs in a fast-paced environment.
Hospitality Background:
Minimum of 1-2 years of experience in luxury hospitality, residential leasing, or property engineering coordination preferred.
Schedule Flexibility:
Autonomy to work a flexible schedule, including mandatory weekend shifts, holidays, or on-call emergency rotations as required. Flexible schedule, including availability to work weekends and holidays as needed.
Compensation and Benefits Job Type:
Full-time Pay:
DOE Expected Hours:
40 hours per week
Schedule:
8-hour shifts, Monday to Friday, with weekends as needed
Work Location:
In person (Nevada)
Benefits:
Health insurance Dental insurance Vision insurance Life insurance Paid time off (PTO)
Holiday Fund Job Type:
Full-time Pay:
From $28.00 per hour
Benefits:
Dental insurance Health insurance Life insurance Paid time off Vision insurance
