Cottage Rental Office Assistant

Job Title: Cottage Rental Office Assistant

Non-Exempt Position–Hourly, April to Oct (Seasonal 40 hours in season)

Department: Realty

Reports To: Director of Cottage Rentals

Date: 2025

Wage: $17.00

Summary:

Perform a variety of tasks in the Cottage Rental Department and provide superior hospitality. Support owners and guests by making reservations, providing helpful information, answering questions, and responding to complaints. You are the front line of support for guests and help ensure they are satisfied. Also communicate with each owner by email or phone concerning any issues with their units. Ensure that all checks and credit cards are properly posted to correct accounts. Prepare invoices for payment using Ciirus Reservation software.

Essential Duties and Responsibilities: (To include other duties that may be assigned.)

Property Management Duties

• Ensure that each owner adheres to rental requirements set-up by LCR
• Coordinate Property agreements with owners
• Communicate with owners by email or phone with problems concerning their units
• Coordinate opening of cottages in spring to closing of cottages in the fall
• Rectify any issues that occur during a guests stay at unit
• Set-up new owners files, take pictures and upload to Cottage Rental website
• Maintain keys for all units

Rental Agent Duties

• Maintaining a positive, empathetic and professional attitude toward owners and guests at all times.
• Coordinate Rental agreements with guest.
• Responding promptly to owner and guest inquiries.
• Communicating with owners and guests through various channels.
• Acknowledging and resolving owner and guest complaints.
• Take guest reservations by phone.
• Process guest payments by either credit or check.
• Detailed data processing
• Educate guests about Lakeside Chautauqua Pass and Auto Pass requirements and costs.
• Issue credits and debits to guests and owners.
• Check cottages randomly to ensure they are clean and ready for guest check-in.
• Must be available to work most Saturday’s during the Chautauqua Season (End of May to Early September) to assist in guest check-outs and check-ins.

Accounting Duties

• Keep confidential all information concerning owners and vendors.
• Keep detailed records of owner’s cottage information.
• Maintain owner’s master file and keep up to date.
• Use Excel, Word, and Gmail to manage and organize data.

Qualifications:

• Strong organizational, time management and communication skills.
• Experience with Excel, Word, and Gmail.
• Ability to multitask and prioritize tasks effectively.
• Strong attention to detail and accuracy.
• Ability to work independently and as part of a team.
• Ability to schedule and manage calendar.
• Must have a clean and current driver’s license.

Education and/or Experience:

High School Graduate with background in customer service or hospitality experience required. Experience in property management type work not required but preferred. Experience using computers and Microsoft office. Ability to use and learn reservation software.

Communication Skills:

Ability to read and interpret documents and ability to write routine reports and correspondence. Ability to speak effectively to customers or employees of the operation. Great communication skills. Must have organizational skills and a good work ethic.

Physical Demands:

While performing the duties of this job, the employee is regularly required to stand; walk; use hand to finger motion, handle, or feel; reach with hands and arms; stoop, climb or balance; specific vision, depth perception, and ability to adjust focus. High volume repetitive motion data entry during peak periods. Also being mobile to use a golf cart to access cottages. Minimum lifting, carrying of files from Cottage Rental office to storage. Help guests with lockboxes, door locks, and more. The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.