We are looking for a highly organized and proactive Virtual Assistant to support the daily operations of short-term rental properties. This role requires strong communication, attention to detail, and the ability to manage multiple moving parts across guest communication, cleaning coordination, maintenance, and administrative tasks.
Key Responsibilities
Guest Communication
- Monitor guest messages and handle all inquiries not answered by HostBuddy AI
- Update HostBuddy AI with new responses and missing information
- Ensure guests receive access codes before arrival
- Assist guests who need help gaining access to the property
Cleaning & Supply Management
- Review daily and weekly cleaning schedules to ensure full coverage
- Confirm cleaners arrive by 12:30 PM EST
- Review cleaner photos to ensure the property is guest-ready
- Manage all supply operations, including reordering, tracking delivery to cleaners, and ensuring items reach each property
Claims & Maintenance Coordination
- Process all resolution claims
- Track and coordinate preventative maintenance tasks
- Schedule contractors for maintenance issues reported by cleaners or guests and communicate appointments as needed
Property & Device Management
- Monitor lock and camera battery levels and coordinate charging or replacement
- Process all vendor payments
- Support onboarding of new properties, including:
- Coordinating setup with cleaners, handymen, runners, and contractors
- Creating property guidebooks
- Creating Airbnb and Vrbo listings
- Preparing marketing materials using templates
- Setting up smart devices in the property management system
Administrative Support
- Organize and store receipts in Google Drive
- Complete ad-hoc data entry projects
- Track progress of tasks in the task management system
- Update SOPs, guidebooks, and HostBuddy AI documentation
Performance Expectations
- Maintain a review rating of 4.8+ on Airbnb (8+ on Vrbo and Booking.com)
- Maintain a 100% response rate
- Maintain an average response time of 8 minutes or less to all inquiries
- Reduce HostBuddy AI action items week over week by:
- Creating systems and documentation that prevent repeat issues
- Holding cleaners, handymen, and other vendors accountable for standards
Qualifications
- Experience in short-term rental or Airbnb operations is highly preferred
- Strong written and verbal communication skills
- Excellent attention to detail and ability to manage multiple tasks
- Comfortable coordinating with guests, cleaners, contractors, and vendors
- Familiarity with task management systems and Google Workspace
If you are reliable, proactive, and experienced in property operations or short-term rentals, we encourage you to apply.
