Job Description

About Heirloom
Heirloom is a leading provider of large-format, luxury short-term rentals on the national level. Our unique focus on providing word-class accommodations to discerning groups of travelers in premier travel destinations, combined with a tech-enabled and data-driven business strategy, has allowed Heirloom to quickly carve out a unique space for itself within the highly competitive and rapidly evolving luxury hospitality rental industry. As a growing, fast-moving brand, we value ownership, accountability, and independent leadership, especially in functions where we are actively building and scaling internal expertise.

Essential Functions
Data Reconciliation & Accuracy
Pull recurring and ad hoc labor reports from Heirlooms HRIS system (Rippling) and task management system (Breezeway).
Compare labor data across systems to ensure alignment and accuracy.
Identify discrepancies between time logged in HRIS and tasks recorded in Breezeway.
Investigate inconsistencies and coordinate with internal teams to resolve errors.
Labor Billing Support
Develop a working mastery of Heirlooms labor billing practices, including billable vs. non-billable labor classifications.
Scrub data to remove inaccurate, incomplete, or non-billable entries prior to client invoicing.
Ensure labor hours are properly categorized, coded, and aligned with client agreements.
Support finance and operations teams in validating labor data before invoices are issued.
Reporting & System Mastery
Become highly proficient in time and labor reporting functionality within both systems (HRIS and Breezeway).
Generate recurring labor summary reports for leadership review.
Assist in developing standardized labor reporting templates.
Identify trends or anomalies in labor usage and flag concerns proactively.
Process Improvement
Recommend workflow improvements to reduce data discrepancies between systems.
Support documentation of labor tracking and billing procedures.
Assist with special labor analysis projects as assigned.
Labor Expense Management
Oversee review and reconciliation of employee expense reports to ensure accuracy and policy compliance.
Partner with finance to ensure timely processing, accurate general ledger allocation, and correct departmental coding.
Identify patterns in expense submissions and proactively flag inconsistencies, policy gaps, or cost-control opportunities.
Training & Employee Engagement
Serve as the primary internal trainer on proper task input, completion standards, and labor tracking alignment between Breezeway and Rippling.
Lead training sessions for grounds and operations teams to ensure accurate task documentation and time tracking practices.
Act as the primary point of contact for questions related to task logging, time coding, and labor alignment.
Partner directly with the grounds team to reinforce adherence to documented processes and billing standards.
Monitor compliance trends and proactively address recurring input errors through coaching and retraining.
Develop simple training materials, job aids, and process documentation to support consistent system usage.
Foster accountability and engagement by helping frontline teams understand how accurate task input directly impacts billing accuracy, reporting integrity, and overall company performance.
Benefits:
Remote work flexibility
Paid time off
Opportunity to work with a U.S.-based luxury brand.
Gain valuable exposure to the U.S. market
Indefinite-term U.S. contractor agreement
Qualifications
24 years of experience in labor analysis, payroll auditing, or workforce analytics
Proficient in English and Spanish
Strong command of Microsoft Excel (pivot tables, lookups, data comparison, basic visualizations required).
Experience reconciling data across multiple software systems.
Exceptional attention to detail and ability to identify inconsistencies in large datasets.
Strong analytical and problem-solving skills.
Ability to work independently in an offshore capacity while maintaining strong communication with U.S.-based teams.
Experience with HRIS systems required.
Experience with Breezeway or similar task/workforce management software preferred.
Experience working in a fast-paced, operations-heavy environment",