Administrative Assistant

Vacatia, Inc.; Orlando, Northern (FL, KY); Hybrid; USD 36,000 - 48,000; Full time

Job summary

Vacatia, Inc. is seeking a detail-oriented administrative professional to support reservation operations and data integrity across our systems. You will manage guest reservations, process changes, and maintain accurate records to enable seamless guest experiences.

You will collaborate with leadership, sales, marketing, and operations to optimize workflows, handle inquiries, and ensure reporting accuracy. A strong eye for detail and the ability to manage multiple tasks in a fast-paced environment

Qualifications

• Strong organizational and time-management skills.
• Advanced attention to detail and accuracy.
• Strong verbal and written communication skills.
• Proficiency with Google applications, CRM systems, reservation platforms, and reporting tools.

Responsibilities

• Create, modify, update, and maintain guest reservations within company systems.
• Process reservation changes, cancellations, reschedules, and guest requests accurately and efficiently.
• Verify reservation accuracy, guest eligibility, promotional requirements, and applicable program guidelines.
• Audit reservation records for completeness, accuracy, and compliance.
• Support reservation reconciliation and exception-management activities.
• Assist with reservation-related inquiries and issue resolution.
• Maintain accurate reservation documentation and guest records.
• Ensure all reservation activity is properly documented within applicable systems.

Skills

Organizational skills

Time management

Communication skills

Multitasking

Education

High School Diploma or equivalent

Tools

Google applications

CRM systems

Reservation platforms

Reporting tools

Job description

Join Vacatia and Power the Data Behind Exceptional Guest Experiences

Vacatia is an innovative hospitality company reinventing the vacation rental and ownership experience across discovery, booking, and stay. We’re building the next generation of travel lifestyle products — blending technology, hospitality, and design to create smarter, more connected experiences for guests, owners, and partners.

We’re looking for a detail-oriented and highly organized administrative professional who will support the accuracy, integrity, and flow of critical customer and operational data across our systems. This role plays a key part in ensuring seamless internal operations and exceptional service delivery.

This role is responsible for supporting reservation operations through inbound and outbound guest communications, reservation management, lead administration, reporting, data maintenance, revenue generation, and operational support activities. This position serves as a key administrative resource for the reservations, contact center, sales, marketing, and operational teams by ensuring reservation accuracy, timely lead distribution, reporting integrity, and completion of assigned projects and operational tasks.

This position works closely with leadership, sales, marketing, operations, and contact center teams to support business objectives, optimize workflow efficiency, enhance the guest experience, and contribute to overall organizational performance.

Why You’ll Love Working at Vacatia

• Build the Future: Help strengthen the data and administrative foundation that powers our growing hospitality platform.
• Impact That Matters: Your work directly supports customer experience, operational accuracy, and team efficiency.
• Innovation at Scale: Work across systems, tools, and teams to ensure data integrity and streamlined workflows.
• Autonomy and Ownership: Take ownership of day-to-day administrative operations with visibility into broader business impact.
• Culture of Growth: Be part of a fast-paced, collaborative environment where attention to detail and learning are valued.

Your Impact

Create, modify, update, and maintain guest reservations within company systems.

Process reservation changes, cancellations, reschedules, and guest requests accurately and efficiently.

Verify reservation accuracy, guest eligibility, promotional requirements, and applicable program guidelines.

Audit reservation records for completeness, accuracy, and compliance.

Support reservation reconciliation and exception-management activities.

Assist with reservation-related inquiries and issue resolution.

Maintain accurate reservation documentation and guest records.

Ensure all reservation activity is properly documented within applicable systems.

What You Bring

• ?High School Diploma or equivalent experience required.

Minimum of one year of administrative, reservations, contact center, customer service, hospitality, sales, or operational support experience preferred.

Previous revenue-generating, upgrade, reservation, or sales experience preferred.

Experience working with CRM, reservation, contact center, or reporting systems preferred.

Strong organizational and time-management skills.

Advanced attention to detail and accuracy.

Strong verbal and written communication skills.

Proficiency with Google applications, CRM systems, reservation platforms, and reporting tools.

Ability to manage multiple priorities in a fast-paced environment.

Strong analytical and problem-solving skills.

Ability to identify guest needs and recommend appropriate upgrades and enhancements.

Comfortable discussing pricing, promotions, packages, and value‑added offerings with guests.

Ability to work independently while collaborating effectively with cross‑functional teams.

Ability to learn and navigate multiple systems and processes.

Ability to maintain confidentiality and handle sensitive guest and company information appropriately.

Join Us

Join us at the start of something big. If you’re ready to build the foundation that powers exceptional guest and owner experiences, we’d love to h ear from you.