Executive Virtual Operations Assistant

Job Title: Executive Virtual Operations Assistant

TO APPLY FOR THE JOB, GO TO: https://forms.gle/cp96TiBBpbNWzdN76

- INTRODUCTION TO SERAYA -

Seraya is a premium holiday home company in Dubai, striving to be the Aman Resorts of the holiday home space by blending the comfort of private residences with the sophistication of five-star hospitality.
- Website: www.serayastays.com
- Instagram handle: @SerayaStays

- JOB DESCRIPTION -
As Seraya grows, we are looking for a dedicated and experienced Executive Virtual Operations Assistant to take on a pivotal role in managing and optimizing our operations. This position offers the opportunity to contribute meaningfully to a high-growth, premium environment where your expertise will enhance guest experiences, streamline property management processes, and develop efficient systems to support our expansion. You will work closely with the executive team, ensuring our operations run smoothly while upholding the highest standards of service in Dubai’s premium holiday home market.

This role is structured in phases to ensure a clear and impactful progression. In Phase 1, you will focus on establishing the foundation for streamlined operations, including booking management, property logistics, and the development of standard operating procedures (SOPs). As you transition into Phase 2, your responsibilities will expand to encompass guest service coordination, onboarding and training future VAs, and analyzing performance metrics to drive continuous improvement. Through both phases, you will play a vital role in supporting daily operations and contributing to Seraya's growth and success.


- KEY RESPONSIBILITIES -

Phase 1 - Immediate Responsibilities:

Booking Management
- Coordinate check-in and check-out processes to ensure a seamless guest experience.
- Register guests with the Dubai Department of Tourism and Commerce Marketing (DTCM) and relevant building management teams as required.
- Enter guest information into CRM systems

Financial Tasks
- Oversee expense management, maintaining accurate expenditure records including receipts/invoices.
- Produce monthly financial reports for performance tracking.
- Handle payment processing, including paying invoices and issuing refunds.
- Listing Optimization
- Update property descriptions, amenities, and photos for optimal platform appeal.

Building Back-End Systems
- Develop communication templates to ensure consistency and professionalism in all guest interactions.
- Create and enhance standard operating procedures (SOPs) for key operations, including housekeeping, maintenance, guest registration, and other essential tasks.
- Implement additional backend systems to streamline processes and boost operational efficiency.
Operations
- Schedule cleanings between guest stays and coordinate with housekeeping.
- Coordinate with contractors for repairs and maintenance issues.
- Manage ordering and restocking of essential supplies.
- Monitor property condition by reviewing cleaner reports and addressing any concerns.

Executive Team Assistance
- Provide troubleshooting support and general administrative assistance to the executive team.
- Support special projects, urgent tasks, and other leadership priorities.
- Collaborate on internal process improvements, suggesting adjustments to meet operational goals.


Phase 2 - Gradual Onboarding of Additional Responsibilities

Guest Communication and Service Coordination
- Handle all guest inquiries, excluding price negotiations.
- Manage lifestyle service requests, such as car rentals, nanny services, and private tours.
- Hiring and Training Future VAs
- Assist in recruiting and training new VAs, and developing onboarding resources.
- Mentor new hires to ensure consistency in guest service and operations.
- Data and Performance Analysis
- Track KPIs related to bookings, guest satisfaction, and property upkeep.
- Provide insights based on performance data and support executive decision-making.
- Enhanced Executive Support
- Collaborate with the executive team on high-level projects and strategic initiatives.
- Serve as a liaison between the executive team and the VA team, ensuring smooth task delegation.


- REQUIREMENTS -

- Essential Qualifications
- Leadership Experience: Proven track record of managing teams with strong leadership and organizational abilities.
- Operational Expertise: Exceptional planning, scheduling, and management skills, with keen attention to detail and the ability to multitask effectively.
- Technical Proficiency: Skilled in using digital tools for property management, guest communication, and team coordination,
including:
- Airbnb
- QuickBooks
- PMS platforms (e.g., Hostaway, Guesty)
- Excel or Google Sheets for database management and KPI tracking.
- Communication Skills: Fluent in English, with exceptional written and verbal communication abilities.
- Professional Experience: Minimum 3+ years in holiday home management or similar roles, ideally within startups or small companies.
- Work Ethic: Self-motivated, detail-oriented, and capable of working independently in a fast-paced environment.
- Availability: flexible to work 40 hours per week during standard Dubai office hours, with the willingness to accommodate occasional ad hoc requests on weekends when necessary.

Preferred Qualifications
- Industry Knowledge: Experience with holiday home operations in Dubai and familiarity with local regulations and trends.
- Performance Optimization: Expertise in creating performance reports from PMS systems and Airbnb data.
- Procurement Skills: Experience in vendor negotiation, procurement, and building credit relationships.
- Platform Mastery: Proven ability to create and optimize Airbnb listings, with a history of achieving Superhost status.
- Technical Proficiency: Skilled in using digital tools for property management, guest communication, and team coordination, including:
- Notion
- Canva
- Pricelabs
- AirDNA
- Project Management tools


- PAY STRUCTURE -

Base Pay:
- Monthly Salary: $1,213
- Hourly Rate: $7 per hour
- Required hours per week: 40
- Required Hours: We are seeking a full-time employee to work approximately 40 hours per week, Monday to Friday, with the flexibility to handle occasional ad hoc requests on weekends if absolutely necessary.

Onboarding Bonus:
- A $250 bonus will be awarded upon successful completion of the one-month probation period.

Incentive Structure for Phase 2:
- Monthly Salary: $1,386
- Hourly Rate: $8 per hour
- Additional bonus: Additionally, bonuses may be awarded based on the achievement of Key Performance Indicators (KPIs), which will be defined at a later stage.

TO APPLY FOR THE JOB, GO TO: https://forms.gle/cp96TiBBpbNWzdN76