Job Description
Position: Virtual Assistant – Short-Term Rental Property Management
Overview
We are seeking a reliable and detail-oriented Virtual Assistant to support the daily operations of multiple short-term rental properties.
This role is ideal for someone with experience in short-term rental or property management who is comfortable handling guest communication, coordinating property turnovers, monitoring systems, and assisting with operational tasks.
The ideal candidate is organized, proactive, and able to manage multiple systems while ensuring an excellent guest experience.
Key Responsibilities
Cleaning Turnover Management
- Coordinate cleaning schedules between reservations
- Ensure cleaners complete turnovers on time
- Verify property readiness by reviewing cleaner photos or videos
- Communicate with cleaners regarding issues, damages, or missing supplies
- Maintain turnover schedules and cleaning calendars
Guest Communication
- Respond to guest inquiries and messages through booking platforms
- Assist guests with questions before and during their stay
- Coordinate early check-ins or late check-outs with guests and cleaners
- Handle guest inquiries related to special requests or discounts
Property Monitoring
- Monitor exterior security cameras for operational awareness
- Identify potential issues such as unauthorized guests or rule violations
- Report unusual activity or concerns to management
Noise & Temperature Monitoring
- Monitor alerts from property monitoring devices
- Address noise or occupancy alerts
- Notify guests or management when necessary
Property Supplies & Inventory
- Track supply levels with cleaning staff
- Order supplies through online platforms
- Coordinate deliveries with vendors or cleaners
- Maintain inventory lists
Maintenance Coordination
- Log and track maintenance issues
- Coordinate with service providers and vendors
- Schedule repairs and follow up on completion
Property Prospecting Support
- Research potential property opportunities based on provided criteria
- Assist with lead generation for new management clients
- Maintain prospect lists and tracking records
Email Marketing Support
- Assist with occasional email campaigns
- Support newsletter and guest marketing communications
Pricing & Revenue Support
- Assist with pricing adjustments using revenue tools
- Review pricing recommendations and occupancy trends
- Support revenue management tasks
Accounting Support
- Assist with basic bookkeeping tasks
- Organize receipts and invoices
- Coordinate with bookkeeping support
Insurance Claims Support (Occasional)
- Help gather documentation for insurance claims
- Organize photos, receipts, and evidence
- Assist with issue escalation when required
New Property Launch Support (Occasional)
- Order supplies and furnishings for new properties
- Track online orders and deliveries
- Coordinate vendors and installations
- Manage returns when necessary
- Assist with creating new property listings on booking platforms
Qualifications
Required
- Experience in short-term rental or property management (AirBnB or similar)
- Strong written English communication skills
- Highly organized and detail-oriented
- Comfortable coordinating with vendors and cleaning teams
- Experience using online tools, dashboards, and booking platforms
- Experience ordering supplies through online marketplaces
Preferred
- Experience with property management systems (PMS)
- Familiarity with Airbnb or other booking platform messaging
- Experience using pricing or revenue management tools
- Experience monitoring property management devices or alerts
Workload
Estimated weekly workload varies depending on operational needs, with additional hours required occasionally for new property launches.
Ideal Candidate
The ideal candidate is:
- Proactive and reliable
- Comfortable working independently
- Detail-oriented and organized
- Familiar with the short-term rental industry
- Able to manage multiple properties and systems efficiently