1. Administrative Support

• Calendar Management: Scheduling guest check-ins and check-outs, maintenance, cleaning services, and appointments for the executive or property managers.

• Email and Communication Management Handling communications with guests, responding to inquiries, managing bookings, and coordinating with property management teams.

• Document Preparation Preparing rental agreements, house rules, and instructions for guests, as well as managing contracts with service providers and vendors.
• Meeting Coordination Organizing meetings with team members, vendors, property owners, and clients, and preparing agendas or minutes for meetings.
• File Management Organizing and maintaining digital and physical files related to rental agreements, guest communications, vendor contracts, and financial reports.

2. Guest Relations and Customer Service

• Guest Communication : Serving as the main point of contact for guests during their stay, answering questions, resolving issues, and providing a smooth guest experience.
  

• Booking Management : Managing inquiries, reservations, and cancellations across multiple booking platforms (Airbnb, Vrbo, Booking.com, etc.) to maximize occupancy.

• Guest Check-in/Check-out Coordination : Organizing check-in and check-out logistics, ensuring that key exchanges or smart lock codes are properly communicated, and providing guests with important property information.
• Customer Service Support Addressing guest complaints, managing refunds or compensation, and coordinating emergency responses when necessary.

3. Operations and Property Management

• Vendor and Contractor Coordination : Communicating with cleaning services, maintenance teams, and other vendors to ensure properties are ready for guests between bookings.
  

• Maintenance Requests : Managing routine maintenance or emergency repairs, scheduling service providers, and tracking the progress of repairs or improvements.

• Cleaning and Turnover Management : Coordinating cleaning services between guest stays to ensure properties meet high cleanliness standards.
• Property Inspections : Scheduling inspections to ensure properties are well-maintained and compliant with local regulations or safety standards.

4. Financial and Reporting Support

• Invoicing and Payment Tracking : Assisting with tracking payments from guests, generating invoices, and managing payments to vendors and service providers.
  

• Expense Tracking : Monitoring operational costs such as cleaning services, maintenance, utilities, and supplies, and ensuring they align with the budget.

• Revenue Reporting : Preparing reports on occupancy rates, revenue generated, and expenses for each property to keep the executive informed of business performance.
• Pricing and Rate Adjustments : Assisting with dynamic pricing strategies by adjusting rental rates based on seasonality, demand, and competition.

5. Marketing and Listing Management

• Property Listings : Managing listings on various booking platforms (Airbnb, Vrbo, Booking.com) by optimizing descriptions, updating photos, and ensuring accuracy.
  

• Social Media and Marketing Support : Assisting with social media promotion, email marketing, and digital advertising to attract more bookings and grow the business.

• Guest Reviews Management : Monitoring guest reviews and responding promptly to feedback to maintain high ratings and improve guest satisfaction.
• Promotional Campaigns : Coordinating seasonal discounts, promotional offers, and partnerships with travel influencers or booking platforms to boost visibility.

6. Compliance and Legal Support

• Local Compliance Management : Assisting with compliance with local short-term rental regulations, obtaining necessary permits, and ensuring that the business adheres to zoning laws and occupancy limits.
  

• Insurance and Liability Management : Keeping track of property insurance policies, renewing coverage, and ensuring liability coverage for guests is up to date.

• Tax Reporting : Assisting with preparing and filing local occupancy taxes, collecting data on tax obligations, and ensuring compliance with tax regulations related to short-term rentals.

7. Technology and Systems Management

• Booking Platform Management : Managing and updating properties across various booking platforms and property management systems (PMS) such as Airbnb, Vrbo, and channel managers like Guesty or Hostaway.
  

• Guest Data and CRM : Managing guest data, including previous stays, preferences, and reviews, to personalize the guest experience and improve future bookings.

• Automation Tools : Utilizing automation tools for guest communication, cleaning schedules, and pricing to streamline operations and increase efficiency.

8. HR and Team Coordination

• Team Communication : Acting as the liaison between property managers, cleaners, maintenance teams, and other staff members to ensure smooth operations and guest turnover.
  

• Staff Scheduling : Managing the schedules of cleaning teams, maintenance staff, and other personnel involved in property management.
  

• Onboarding New Staff : Assisting with recruiting, onboarding, and training new staff, such as housekeepers, maintenance workers, and virtual assistants.

9. Project Management and Expansion

• New Property Onboarding : Assisting with the acquisition and onboarding of new properties, including setting up listings, coordinating property readiness, and managing vendor contracts.
  

• Renovation and Improvement Projects : Coordinating renovation or upgrade projects, scheduling contractors, tracking progress, and ensuring work is completed on time and within budget.
  

• Market Research : Conducting research on competitive rental properties, local market trends, and occupancy rates to help inform business decisions and identify new opportunities.