Natural Retreats

Natural Retreats  is looking for a full-time Owner Services Administrator to join our 360 Blue team  in Santa Rosa Beach, FL. The Owner Services Admin provides integral onsite support to the Property Management (PM) Department helping ensure efficient operations and consistent adherence to regulatory and brand requirements. This role supports owner relations by fielding owner-line calls for all destinations and assisting with owner inquiries. Key responsibilities include supporting accurate owner and vendor billing, tracking and fulfilling county compliance requirements, maintaining regulatory documentation, and contributing to owner satisfaction through timely, professional support and coordination within the Property Management function.

BENEFITS & PTO: Natural Retreats contributes to both employee and dependent premiums! 

• 15 vacation days
• 9 holidays
• 7 sick days
• 5 NR Days with a $1,500 allowance to book a NR/360 Blue vacation home!
• Maternity AND Paternity Leave
• Medical (Traditional PPO-style plans and High Deductible Plan w/ HSA)
• Dental
• Vision
• Flexible Spending Accounts (medical and dependent care)
• 401K retirement plan options with 3.5% company match
• Short and Long-Term Disability Insurance (100% company paid)
• Basic Life Insurance Policy of $50,000 (100% company paid)
• Supplemental Life Insurance (Employee, Spouse, Child)
• Company Cell Phone

ESSENTIAL DUTIES:

• Support Property Management leadership team through coordination, reporting, and administrative oversight to ensure smooth day-to-day operations. Key responsibilities include but are not limited to:
  • Coordinate owner and leadership follow ups, including new owner onboarding communication, owner transfer tracking, and ensuring timely resolution of outstanding items.
  • Maintain and update operational tracking tools, including PTO calendar management, property manager pending reports, and retention and referral tracking for property managers.
  • Ensure accuracy of property management records by maintaining current property spreadsheets, including additions for new properties and updates for off boarded properties.
  • Send calendar invites for Property Management team meetings.
• Manage owner account financials by ensuring accurate billing and/or credits for cleans, amenity, and other charges, including making adjustments and maintaining statement accuracy.
• Complete vendor invoice review and apply accurate expense coding for owner statements.
• Assist Watercolor Liaison with billing for wrist bands, golf carts and HOA dues.
• Coordinate and schedule vendor onboarding and offboarding processes ensuring all required steps are completed accurately and in alignment with operational needs.
• Manage potential PM candidates in Applicant Tracking System. Preview resumes for potential candidates and schedule interviews accordingly.
• Partner with Department leadership to support onboarding activities including but not limited to paperwork processing and coordination of equipment distribution. 
• Answer and facilitate calls on our owner hotline:
  • Help de-escalate owners and/or guests that may contact this hotline.
  • Ensure that the owner/guest is directed to the appropriate party for follow up and that each situation is properly managed from start to finish.
• Utilize Company credit card to make departmental purchases and manage expense reporting and coding of miscellaneous charges within the expense management systems as needed.
• Provide in season, Saturday PM coverage when coverage is low and occupancy is high. Perform PM duties if PM has an emergency and additional coverage is needed.
• Ensure compliance with all applicable safety and regulatory requirements (e.g. emergency lighting, balcony inspections, fire extinguishers, and local fire department standards), including short term rental regulations across Bay and Walton Counties; coordinate renewals by gathering required documentation, navigating county systems, communicating with local officials and maintaining accurate records.
• Collaborate on and assist with special projects.
• Ensure all guests and homeowners are having an amazing experience with Natural Retreats.
• Ensure ongoing, open, honest, and timely communication with manager, onsite staff, and all departments.

EXPERIENCE & SKILLS:

• High School Diploma or equivalent
• Proficiency with Microsoft Office Suite, particularly Microsoft Excel, and additional ability to learn and excel at new software programs
• Strong analytical skills, with the ability to collect, organize, analyze, and disseminate significant amounts of information
• Ability to interpret and communicate information effectively
• Proven ability to interact professionally with all team members, regardless of their role 
• Strong communication and presentation skills
• Keen attention to detail and accuracy
• Ability to manage and accomplish multiple tasks and ongoing projects within deadlines
• Demonstrate continuous improvement through taking initiative; on the job learning and application of professional development

PREFERRED

• Prior experience with basic accounting functions (e.g. invoicing, expense tracking, or reconciliations)

HOURS OF WORK:
This is a full time position. The core business hours for this position are 9am - 5 pm Monday through Friday; however, the position requires adaptable availability with a willingness to accommodate flexible working hours as needed to meet business demands. Adjustments to core business hours will be communicated with at least 24 hours' notice. 

**As part of our hiring process, we conduct pre employment background checks. This may include but is not limited to criminal and motor vehicle records. Prior criminal history does not exclude candidates from consideration. By applying for this position, you consent to undergo a background check.

Persons with disabilities needing accommodation in the application process, or those needing job postings in an alternative format may email a request to hr@naturalretreats.com.

Natural Retreats is an Equal Opportunity Employer that does not discriminate on the basis of actual or perceived race, color, national origin, ancestry, sex, gender, gender identity, gender expression, pregnancy, childbirth or related medical condition, religious creed, physical disability, mental disability, age, medical condition (cancer), AIDS/HIV, marital status, veteran status, sexual orientation, genetic information, or any other characteristic protected by federal, state or local law. We are dedicated to this policy with respect to recruitment, hiring, placement, promotion, transfer, training, compensation, benefits, Team Member activities and general treatment during employment.