Guest Services & Reservations Specialist

COMPANY OVERVIEW:

The Destination Willamette family of Lifestyle Properties and PinotCar is growing and seeking a dynamic, hard-working individual to join our team as our Property Care and Inspection Specialist. We are known as the area’s first and only premier vacation rental management company, as well as one of the area’s top transportation services in the Willamette Valley, and have established a reputation of exceptional and personalized customer service for both our guests and homeowners. It is our desire that each person we invite to be a part of our team be an ambassador of our brand displaying the utmost professionalism and friendliness to our guests, homeowners and fellow team members.

POSITION SUMMARY:

As a Guest Services & Reservations Specialist, you’ll be the first point of contact for guests looking to experience the best of the Willamette Valley. This role is ideal for someone who is steady, patient, detail-oriented, and focused on delivering consistent, high-quality service in a structured, supportive environment.

You’ll work with familiar systems and procedures, allowing you to take pride in your precision and consistency. Your approach to work should be methodical and quality-driven, with a desire to build lasting relationships with guests and teammates alike. Whether handling guest reservations, coordinating wine tours, or providing thoughtful recommendations, you’ll play an essential role in ensuring every detail is handled smoothly and professionally.

If you're someone who thrives in a calm, dependable environment where consistency and teamwork are key, and you enjoy meaningful, skill-based work, this could be the perfect fit for you.

RESPONSIBILITIES:

Day to Day Duties

• Monitor all general inquiry email inboxes and communication channels (including inquiries from VRBO, AirBnB or social media), for both Lifestyle Properties and PinotCar, and respond promptly to any requests for more information or current guest communications. This includes following up on any open conversations with guests that were started with any other reservations specialist. 
• Process incoming reservations. Ensure that all key details of guest information are properly captured and that all questions are responded to promptly.
• Audit reservations for accuracy and ensure pertinent details are shared to the corresponding department ensuring every detail is noted.
• Answer incoming phone calls with professionalism, positivity, and empathy.
• Communicate with housekeeping, property care team, and maintenance teams through in-house channels.
• Forward important phone calls and emails received in the general mailboxes to appropriate office personnel for follow-up.
• Learn and demonstrate in-depth knowledge of our properties and wine tours, including their locales, communities, amenities, services, and pricing.

Periodic Duties

• Perform errands and special projects as requested by a supervisor.
• Perform other job duties including, but not limited to, property inspections and setups, property tours and in-person check-ins, or other property management functions as requested by a supervisor.
• Assist the Property Manager with completion of tasks for the onboarding & launching of new vacation rental properties as needed.

QUALIFICATIONS:

Required:

• 2+ years of experience in a customer service, hospitality, or administrative role
• Strong written and verbal communication skills
• Proficiency with email, phone communication, and computer systems
• Highly organized with strong attention to detail and follow-through
• Comfortable working in a structured environment with repetitive tasks
• Self-motivated with the ability to work independently and as part of a team

Preferred:

• Familiarity with property management software or online travel agency platforms
• Knowledge of the Willamette Valley wine region
• Previous experience in hospitality or reservations coordination

COMPENSATION & BENEFITS:

Hourly Rate: $16.00 - $23.00

Benefits:

• Paid time off such as PTO, sick days, and vacation days
• Retirement benefits or accounts

Job Type: Full-Time

Job Location: Newberg, OR area