Data Management & Business Development Assistant

Role Purpose
The Data Management & Business Development Assistant supports the company systems migration, information governance, documentation buildout, platform operations, photo organization, and business development workflows. The role helps keep company information clean, usable, searchable, and ready for operations, training, reporting, and handoff.

Role Overview
This role is a structured production and support role within the Data Team. It combines data management, ODQ/information governance support, system documentation, file and photo organization, platform support, and business development tracking. The role works alongside the Executive Operations & Governance Officer but does not replace directive ownership, leadership decision-making, legal/accounting review, or department owner accountability.


Core Responsibilities
1. Data Management, ODQ, and Information Governance
Support data cleanup, naming standards, file organization, tracker cleanup, and structured data management.
• Populate and update systems columns, registers, trackers, document library records, and Site Asset records.
• Identify blanks, duplicates, broken links, inconsistent naming, missing owners, stale items, and unclear records.
• Create ODQ exception lists and correction queues for leadership, Zeny, or true Owner review.

2. Overview Guides, SOPs, and System Documentation
• Draft and maintain Operational Domain Guides, Domain Packets, Division/Function Packets, folder guides, document library overviews, and system guides.
• Assist with SharePoint tracker/list/item SOPs, Slack Chat Guides, Slack file download procedures, application/platform SOPs, departmental systems overviews, and company-wide systems overviews.
• Maintain or support the OPS - SOP Index and related guide inventories.

3. Policies & Procedures Support
• Compile, organize, and index policy and procedure materials.
• Build policy and procedure inventories and identify missing, outdated, incomplete, or unapproved materials.
• Create crosswalks linking policies to SOPs, forms, trackers, document libraries, training materials, and responsible Owners.
• Route substantive policy questions for leadership, legal, HR, accounting, compliance, or true Owner review.

4. Training & Development Library
• Build and maintain the Training & Development Catalogue.
• Organize training materials by role, system, department, function, and operating process.
• Support New Staff Onboarding, Data Team Training, Business Development Training, and STR Platform Training packets.
• Link SOPs, guides, videos, checklists, and trackers to the relevant training paths.

5. Gallery and Photo File Organization
• Organize photo files by property, unit, room/area, project, date, and use case.
• Apply naming conventions and metadata standards to photo assets.
• Create gallery indexes, marketing/ad-ready photo sets, before/after project sets, and cleanup lists for duplicates or unusable photos.

6. Business Development Support
• Support LPM/LPCD contractor lead generation, tenant/rental lead generation, and related tracker maintenance.
• Build and update contractor lead lists, outreach trackers, qualification checklists, rental lead trackers, and follow-up queues.
• Draft routine outreach or follow-up messages using approved scripts/templates when authorized.

7. LPM Platform, STR, and Rental Ad Support
• Support listing accuracy, approved content updates, inquiry tracking, and platform records for Airbnb, VRBO, Zillow, and rental ad platforms.
• Monitor assigned platform queues, guest/rental inquiries, reviews, listing issues, and follow-up needs.
• Draft or send routine guest/rental responses only within approved templates and authority levels.
• Create or update platform SOPs and issue lists.

Authority Limits
• May organize, update, clean, compile, draft, track, and report within assigned systems and projects.
• May not independently approve refunds, discounts, lease terms, tenant approvals/denials, guest disputes, legal notices, HR matters, policy exceptions, high-dollar commitments, or sensitive business decisions.
• May not make final decisions on source-of-truth conflicts, system architecture, permissions, legal/accounting positions, or department ownership disputes.
• Final approval remains with the CEO, Systems/Admin Leadership, legal/accounting reviewer, department Owner, or designated true Owner.

What Success Looks Like
• Registers, trackers, site assets, and systems columns are cleaner, more complete, and easier to audit.
• Overview guides, SOPs, training materials, and policy/procedure inventories are organized and usable.
• Photo assets are structured, searchable, and ready for operational, rental, STR, and marketing use.
• Business development trackers and platform records are current, clear, and ready for follow-up.
• Zeny and leadership can quickly see blockers, missing data, unclear ownership, and items needing review.

Confidentiality and Judgment
This role may involve access to operational, property, tenant, contractor, guest, vendor, financial, legal, systems, platform, and internal company information. The employee must maintain confidentiality, follow assigned authority limits, protect company information, and escalate sensitive or unclear matters rather than making unauthorized commitments.

Application Requirement:

Only applicants who submit their most recent resume and a 1-minute video introduction will be considered.