Job Details

Inventory Management Specialist

Looking for a detail-oriented Inventory Management Specialist to join our growing CoolVacay department!

Work Type: Full-time. Hourly. Year-round.

Work Schedule: Monday-Friday. 9AM-5PM (EST).

Location: Fully remote. May have to work in different time zones.

Experience with inventory mapping, PMS configuration, or distribution management is highly desirable.

Robust benefits package available.

Position Summary

The Inventory Management Specialist is responsible for maintaining the accuracy and integrity of property inventory across multiple vacation rental platforms and internal systems. This role ensures all accommodations are properly configured, available for sale, accurately mapped, and synchronized across property management systems (PMS), channel managers, online travel agencies (OTAs), and direct booking channels.

Working closely with Revenue Management, Listing Development, Guest Experience, Resort Operations, Marketing, and Technology teams. The Inventory Management Specialist supports property onboarding, inventory maintenance, troubleshooting, system audits, and distribution optimization while assisting with departmental initiatives and special projects as needed.

Key Responsibilities

• Create and maintain property inventory within the Property Management System (PMS) and channel management platforms.
• Configure accommodations, room/unit types, rate plans, occupancy rules, availability settings, and booking restrictions.
• Ensure inventory synchronization between PMS, channel manager, OTAs, and direct booking websites.
• Audit inventory regularly to verify accuracy across all distribution channels.
• Coordinate inventory setup for newly onboarded properties and resorts.
• Update inventory to reflect renovations, maintenance closures, ownership changes, and operational updates.
• Troubleshoot inventory discrepancies, mapping errors, overbookings, and connectivity issues.
• Partner with Revenue Management to implement pricing structures, restrictions, promotions, and inventory strategies.
• Collaborate with Listing Development to ensure listings accurately reflect inventory configurations.
• Work with Guest Experience and Resort Operations to resolve reservation and inventory conflicts.
• Monitor channel connectivity and escalate technical issues when necessary.
• Maintain detailed documentation of inventory configurations, mapping, and operating procedures.
• Support seasonal inventory adjustments and special event availability planning.
• Assist with testing new software enhancements and system updates.
• Prepare reports identifying inventory discrepancies and recommend corrective actions.
• Assist with assigned departmental projects during slower operational periods.
• Perform other duties as assigned.
• Software & Systems: Guesty, RHEA, SiteMinder, Airbnb, VRBO, Booking.com, Expedia, Microsoft Office Suite, Microsoft Teams, PMS platforms, Channel Management Systems, Inventory Distribution Platforms, Additional hospitality software as assigned.

Qualities & Characteristics

• Exceptional attention to detail.
• Strong analytical and problem-solving skills.
• Excellent organizational and time management abilities.
• Ability to prioritize multiple projects while meeting deadlines.
• Strong computer aptitude and willingness to learn new technology.
• Excellent verbal and written communication skills.
• Ability to identify inconsistencies and implement solutions.
• Comfortable working independently while collaborating across departments.
• Ability to remain organized in a fast-paced, deadline-driven environment.

Preferred Qualifications

• High school diploma or equivalent required.
• Associate's or Bachelor's degree in Hospitality, Business, Information Systems, or related field preferred.
• Two or more years of experience in hospitality operations, inventory management, revenue management, reservations, or property management systems preferred.
• Experience working with vacation rental software, OTAs, or channel management platforms preferred.
• Experience with inventory mapping, PMS configuration, or distribution management is highly desirable.

Company Culture

• Celebrate Success
• Strive for Excellence
• Seek to Understand
• Adapt Quickly
• Tell the Truth
• Change Champions
• Human Centric