Position Overview
At Western Sky Management, we provide elevated property management services for luxury homes and high-end clients throughout the Roaring Fork Valley. We are seeking a highly organized, detail-oriented Administrative Support Coordinator to help keep our operations, payroll support, inspections coordination, billing intake, and financial workflows running smoothly and on schedule.
This role is ideal for someone who thrives in a fast-paced environment, communicates professionally, follows through consistently, is detail-oriented, and takes pride in operational excellence behind the scenes. The right candidate is dependable, technically proficient, and able to manage multiple priorities with discretion and accuracy and is a self-starter who proactively follows through and problem solves independently.
- Reports To: Office Manager/Owner
- Location: Aspen / Snowmass, Colorado (WSM office in Willitis, on-site client tasks as needed)
- Start Date: ASAP
- Employment Type: Full Time or Part-Time, Non-Exempt
- Schedule: Monday-Friday availability with occasional flexibility during payroll cycles and operational deadlines
- Pay Rate: $28-$35/hour, DOE
Job Responsibilities
Daily Administrative Operations
- Send daily appointment reminders to the team
- Monitor and schedule required services and maintenance per each home’s management plan.
- Track and collect insurance and W9 paperwork for subcontractors on an annual basis.
- Monitor and organize incoming communications through company emails.
- Route requests, escalate urgent matters appropriately, and maintain timely communication with internal team members and vendors.
- Organize and communicate weekly inspection schedules and operational needs.
- Review invoice and payment requests and route appropriately.
- Review and edit employee time sheet entries.
- Assist with payroll preparation during bi-weekly payroll cycles.
- Send Fyle receipt reminders to team members and ensure accuracy and completion.
- Remind staff to submit time entries; review and correct weekly sheet entries, clarify with employees as needed.
- Monitor inspection progress, confirm inspections are completely and properly documented for all assigned properties, including occupied homes.
- Run errands and perform tasks as needed.
Weekly Workflow Coordination
- Support bi-weekly payroll processing by ensuring all employee hours, PTO requests, and property job descriptions are submitted accurately and on time.
- Run timekeeping reports and enter payroll data into payroll system.
- Identify discrepancies, missing entries, or payroll concerns, and communicate them promptly for resolution.
- Maintain confidentiality and discretion regarding payroll and employee information. Send end-of-week time entry reminders to staff.
- Compile and organize missing AMEX receipts and supporting documentation for leadership review.
Payroll & Timekeeping Responsibilities
- Support bi-weekly payroll processing by ensuring all employee hours, PTO requests, and property job descriptions are submitted accurately and on time.
- Run timekeeping reports and enter payroll data into designated payroll system.
- Identify discrepancies, missing entries, or payroll concerns and communicate them promptly for resolution.
- Maintain confidentiality and discretion regarding payroll and employee information.
Billing & Expense Management
- Process billing-related requests and maintain organization of billing workflows.
- Assist with invoice intake, receipt collection, and payment processing support.
- Ensure accurate expense tracking within company systems.
- Ensure receipts are properly documented, assigned to the correct property/client, and stored according to company procedures.
- Coordinate monthly personal reimbursement requests.
Systems, Documentation & Team Support
- Maintain organized records across payroll, billing, inspections, and operational systems.
- Document recurring procedures, workflow updates, and administrative processes to support operational consistency.
- Assist leadership and operations teams with administrative projects, vendor coordination, filing, and client communication support as needed.
- Other duties as assigned.
Required Qualifications
- Minimum 2 years of administrative support or office coordination experience.
- Experience with payroll, timekeeping, scheduling, or billing systems preferred.
- Strong organizational skills with exceptional attention to detail.
- Proficiency with:
- Google Workspace
- Excel / Google Sheets
- Email and digital file management systems
- Ability to manage priorities and meet recurring deadlines.
- Strong written and verbal communication skills.
- Ability to handle sensitive financial and employee information with professionalism and confidentiality.
Preferred Qualifications
- Experience in property management, hospitality, construction administration, or luxury service environments preferred.
- Familiarity with TSheets/Quickbooks, Gusto, Fyle, or similar operational software platforms.
- Comfortable working in a high-expectation environment supporting luxury properties and clientele.
Western Sky Management is an Equal Opportunity Employer. We are committed to creating an inclusive workplace and do not discriminate based on race, color, religion, sex, pregnancy, sexual orientation, gender identity or expression, national origin, age, disability, genetic information, veteran status, or any other protected classification under applicable federal, Colorado, or local law.
Now Accepting Applications:
Please submit your resume and a brief cover letter outlining your relevant administrative, payroll, or operations experience to [email protected].
Pay: $28.00 - $35.00 per hour
Benefits:
Work Location: Hybrid remote in Basalt, CO 81621
