Document Specialist

Department: Corporate Housing

Reports to: General Manager

Status: Non-Exempt

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Job Summary:

The Document Specialist serves as the contact between all clients/guests with regards to all reservation documents and processes. Should be well organized, self-motivated, energetic, courteous, able to solve problems, have excellent grammar and writing skills, and have great telephone presentation. Must have patience to guide clients/guests through the documents and other processes of the reservation.  Ability to multitask and meet deadline requirements as well as be very detail oriented are essential. Ensure that all data entry is complete, accurate, and updated as necessary.

This is a remote position, work from home. Preferred hours are 12pm-9pm; some weekends required. Flexible on hours & workdays when business demands. 

Essential Functions

  • Utilize Document Team Checklist through all processes to reservation confirmation
  • Review Oscar and ask questions to Account Manager if necessary prior to sending documents to client/guest
  • Oscar Audits – conduct audit of Oscar prior to sending reservation paperwork to ensure accurate dates, rates, NTV requirements on documents; ensure all mandatory information fields in Oscar are completed
  • Documents sent out of Oscar:
    • Guest Lease Agreements, Incidentals/Damages Addendums, Pet Addendums
  • EasyPay link sent via email from Oscar
  • Background Checks emailed via Rental History Reports (RHR) website or by manual entry into RHR portal
  • Property Specific-Send Background Check information if required
  • Property Specific-Other Guest documents if required
  • Property Specific-Provide pet information per their requirements if necessary
  • Property Specific-Other required documents as needed
  • Follow up until everything is received keeping in mind arrival date as a priority; Countersign all Esign Genie documents
  • Work directly with the market if there are any unresolved issues hampering the reservation to be confirmed
  • Once all completed: Update task(s) in Oscar and emergency contact information
  • Send Reservation Confirmation to client and market once all reservation documents, EasyPay account information and background check approvals are completed.
  • Create a positive atmosphere for clients/guests and team members
  • Serve as backup for other team members, when necessary
  • Ensure PII & PCI Compliance at all times
  • Other duties or projects as assigned



Qualification Standards

Education & Experience

  • 2+ years experience in a detail oriented field of work
  • Exceptional customer service skills
  • Excellent communication skills, both verbal and written
  • Ability to interact patiently, tactfully, and diplomatically with internal and external guests
  • Ability to multitask
  • Proficient in Microsoft programs (Word, Excel, Outlook)
  • Experience in editing PDF documents a plus
  • Experience in corporate housing systems (Oscar) a plus, but not required


Physical Demands

  • Ability to sit or stand for extended periods of time
  • Ability to communicate clearly
  • Corrected vision to normal range
  • Ability to be flexible on hours and workdays when business demands


Mental Demands

  • Make sound judgments quickly
  • Work on multiple tasks, making appropriate progress towards deadlines
  • Able to work independently, take direction and know when to seek assistance
  • Work with differing personalities within the office, the properties, and guests
  • Maintain the highest degree of confidentiality
  • Ability to work effectively in stressful, high pressure situations
  • Ability to effectively handle challenges in the workplace, including anticipating, preventing, identifying and solving problems as necessary.

Career Information

Date Posted:
September 13, 2021

Career Category: