Guest Services & Admin Assistant

Join Our Team as a Guest Services & Admin Assistant
We’re looking for a superstar Guest Services & Admin Assistant who thrives in a fast-paced environment, loves variety, and can juggle tasks like a pro. You’ll be making sure every guest is wowed, every property runs like a well-oiled machine, and our operations run smoothly behind the scenes. If you’re ready to be the glue that holds everything together and make a real impact in the short-term rental world, keep reading!

The Role:
You’ll be handling all guest-facing communications, providing top-notch service, and supporting the Property Manager with various administrative tasks. Your days will be filled with variety - managing listings, tackling guest issues, solving tech problems, and making sure our marketing materials are eye-catching. If you have excellent communication skills, enjoy problem-solving and mastering new systems, this role is a perfect fit.

What You’ll Be Doing:
1. Guest Experience Management:
o Manage the inbox and respond to guest inquiries promptly.
o Communicate with guests to ensure a smooth stay, addressing any special requests or needs.
o Write thoughtful, authentic reviews.
2. Listing & Property Management:
o Create, manage and update listings on the website and OTAs (Airbnb, VRBO, etc.).
o Onboard new properties and ensure listings are fresh and optimized.
o Coordinate guest check-ins, including managing entry codes and providing essential property info.
o Track property inventory and ensure everything is in stock.
3. Administrative Support:
o Schedule trades, contractors, and maintenance as needed.
o Order supplies and linen to ensure everything is in stock.
o Assist the Property Manager with general administrative tasks.
4. Marketing Support:
o Manage social media and create engaging posts.
o Help create eye-catching marketing materials for the business.
o Run email marketing campaigns and manage Google My Business.
5. Systems Support:
o Assist with the setup of new tech tools, refining our operations playbook, and managing project management tools like Upgrade to see actual info.
6. Resolution Claims and Reporting:
o Resolve resolution/bond claims.
o Create and analyze reports that help us grow and improve our operations.

What You’ll Need:
• Experience: 2+ years in customer service or short-term rental/hotel management (preferred but not required).
• Communication Skills: Excellent written and spoken English to ensure clear communication with guests and the team.
• Tech-Savvy: Familiarity with property management software and OTAs (Airbnb, VRBO, Stayz) is a plus.
• Organized: You love keeping things running smoothly and can follow processes while improving them.
• Problem-Solver: A creative thinker who is comfortable addressing challenges head-on.
• Industry Knowledge: Basic understanding of short-term rentals in the Australian market is helpful, but not essential

How to Apply (What We Want From You):
1. Resume: Tell us about your experience and why you’re awesome.
2. Video Introduction: Record a brief (under 2 minutes) video introducing yourself and explaining why you’re the perfect fit.
3. Answer These Fun Questions:
o Walk us through a time when a guest complained about cleanliness and how you turned the situation around.
o If a plumbing disaster hit, and you couldn’t reach anyone on the team, what would you do?
o How would you handle an unhappy property owner?
4. Include the word ‘BeachVibes’ at the start of your application so we know you’ve read the job post.

Key Items:
• Work Setup: Quiet, professional home office with reliable Wi-Fi, backup power, and a dual-screen setup for easy multitasking.
• Hours: Thursday to Monday, 11am - 3pm (Australian time).

The Bottom Line:
If you’re looking for a job that lets you show off your excellent communication and problem-solving skills, take ownership of projects, and make a real impact on a growing business, this is it.

Sound like your dream job? Apply now!