Part-Time VA for German Vacation Rental Business — Bookkeeping & File Organization (Async, Task-Based)

Overview

I run a small vacation rental business in Germany with 6 apartments listed on Airbnb and Booking.com. I am looking for a reliable, detail-oriented VA to handle recurring administrative tasks.

Important — please read carefully:

This is a task-based position, not full-time
Currently around 6-10 hours per month
Work is asynchronous — you work in your normal Philippine daytime hours
One weekly 30-minute video call at 7:00 PM Manila time (please confirm this works for you)
Long-term stable position with potential to grow into more responsibility as trust develops

If you need full-time work immediately, this role is not for you (yet). If you have other small clients and want to add a reliable, low-drama recurring role to your portfolio, please read on.

Your Core Responsibilities

1. Booking documentation (bi-weekly, on the 15th and 1st of each month)

Log into Airbnb, Booking.com, and Smoobu (property management system)
Download all booking confirmations as PDFs for each new reservation
Download payout statements and platform commission invoices
Rename files following a strict naming convention (YYYYMMDD_Platform_GuestName.pdf)
Upload and organize in the correct Google Drive folder per business entity

2. Invoice generation (as needed, typically 2-5 per month)

Create formal VAT-compliant invoices for direct bookings and business travelers
Follow a provided template
Send to guest via email
Archive in Google Drive

3. File organization

Maintain clean folder structure in Google Drive
Consistent naming conventions
Flag anything unclear for owner review
Must-Have Requirements
English: Very good written English (C1 level or better)
Airbnb experience: You have previously worked with Airbnb host accounts (co-host, VA, property manager, or your own listing)
Booking.com experience: You have used the Booking Extranet
Google Workspace: Comfortable with Google Drive, Sheets, and shared folders
Attention to detail: File naming, organizing, and consistency are your core skills
Reliability: You deliver on agreed deadlines. If something is delayed, you communicate proactively.
PDF handling: Can extract, rename, merge, and organize PDF files efficiently
Nice-to-Have (Bonus)
Smoobu experience (property management system I use)
Basic German reading skills (understanding invoice terms — you don't need to speak or write German)
Bookkeeping background
Experience with vacation rental / short-term rental businesses
Loom video creation
Bitwarden or other password manager experience
What You'll Get
Stable long-term recurring work at $7/hr
Payment via Wise (bi-weekly or monthly, your choice)
Task-based pay — no clock-watching, you get paid for delivered work at the agreed hourly rate
Clear SOPs (Standard Operating Procedures) — no guessing what to do
Professional tools provided (password manager, Google Workspace access)
Growth opportunity: additional hours and responsibilities as trust develops
13th month bonus after 12 months of continuous work
What You Won't Get (Be Realistic)
This is not a full-time position (yet)
No guest communication in German (I handle that)
No access to financial accounts or payment methods
No unsupervised decisions on money-related matters
Working Style
Asynchronous: I hand over tasks in Germany evening (= your morning). You deliver during your normal working day. I review during my next Germany morning.
Two batch days per month: 15th and 1st for booking documentation (2-4 hours each, needs to be done that day)
Invoicing: within 24 hours of request
Weekly check-in call: 30 minutes at 7:00 PM Manila time (please confirm this works)
Response time: within 24 hours on weekdays for messages
Weekend work: not expected
Start Date

Immediately, after successful test task and interview

To Apply — REQUIRED (I will not respond to generic applications)

Please answer ALL of the following in your application. Applications missing any answer will be automatically rejected:

Airbnb experience: Describe the last Airbnb host account you worked on. What was your role? How many listings? For how long?
Booking.com Extranet: Have you personally used the Booking Extranet? If yes, what tasks did you handle (reservations, financial reports, messages)?
File organization example: Describe a file naming convention you have used for a previous client. Give an actual example filename.
Your other work situation: What other regular clients or jobs do you have? How does this role fit into your schedule?
English level: What is your self-assessed English level (A1-C2)? Have you taken any English tests (IELTS, TOEFL, EF-SET)? Score if you remember.
Weekly call availability: The weekly 30-min call would be at 7:00 PM Manila time on a weekday. Which day works best for you (Monday-Friday)?
Tools you know (list all that apply): Google Drive, Google Sheets, Airbnb Host, Booking Extranet, Smoobu, Hostaway, Guesty, PriceLabs, Wheelhouse, Bitwarden, 1Password, LastPass, Loom, Slack, ClickUp, Notion, Asana
Process question: If I ask you to download all bookings from Airbnb for the month of March 2026 and save them in Google Drive with the naming convention "YYYYMMDD_Airbnb_GuestName.pdf", how would you approach this? Describe your process in 3-5 steps.

Bonus (not required, but appreciated): Please send a short (30-60 second) Loom video introducing yourself and explaining why you'd be a good fit. Link at the top of your application.

Thank you for reading the full posting! I look forward to hearing from qualified candidates.