Hostaway - Vacation Rental Virtual Assistant

Vacation Rental Virtual Assistant
Remote (Philippines-based) · Independent Contractor, Full-Time · Start: Immediate

**About Kosta Homes*
Kosta Homes (trading as Costa Lux Living, S.L.) is a boutique short-term rental management and property sales company based on the Costa del Sol, Spain. We manage a portfolio of 15 properties — apartments and villas across Torremolinos, Benalmádena, Mijas, Fuengirola and Alhaurín de la Torre — on behalf of our own listings and 4 co-hosting clients, maintaining a strong guest-satisfaction track record across Airbnb and ---------- . As we scale, we're looking for a sharp, reliable Virtual Assistant to become the front line of our guest experience and the day-to-day link between our team and our co-hosting property owners.

The Role

You'll own guest communication and day-to-day coordination across our portfolio, working closely with our Málaga-based team. This is a hands-on, guest-facing role — not a back-office data-entry position — for someone who is calm under pressure, writes excellent English, and already knows the vacation rental tech stack.

What You'll Do

• Respond promptly and professionally to guest inquiries and messages across Airbnb, ---------- and our Hostaway unified inbox — pre-booking questions, check-in/check-out details, house rules and local recommendations.
• Act as the point of contact for our 4 co-hosting clients and property owners in dedicated WhatsApp groups — sharing updates, answering questions and keeping communication timely and professional. Some clients are Spanish and communicate in Spanish in these groups.
• Manage escalated guest issues (maintenance problems, complaints, disputes, last-minute changes) — triaging the situation, coordinating with our local cleaning/maintenance team, and keeping all parties informed until resolved.
• Chase every upcoming guest to make sure their ---------- ID verification/registration is completed before arrival, following up until it's done.
• Audit our 15 listings on a seasonal basis (Summer vs. Winter) and propose concrete changes — photos, descriptions, amenities highlighted, minimum-stay rules, pricing strategy — to keep each listing optimized for the time of year.
• Keep listings, calendars and rates synced and accurate across Hostaway, Airbnb and ---------- .
• Support pricing and calendar management in PriceLabs, flagging rate or occupancy opportunities.
• Monitor and respond to guest reviews, and help maintain our high review-score portfolio.
• Keep clear records of guest interactions, escalations and recurring issues for the management team.

Must-Have Experience

• Prior experience as a Virtual Assistant supporting a vacation rental / short-term rental business (Airbnb co-hosting, property management company, or similar).
• Hands-on working experience with Hostaway (or a comparable PMS/unified-inbox tool), plus Airbnb and ---------- host/extranet tools.
• Working experience with PriceLabs.
• Excellent written English — clear, warm and professional guest communication is non-negotiable.
• Comfortable managing multiple WhatsApp groups and conversations simultaneously without dropping details.
• Spanish language capability: some of our co-hosting clients are Spanish and communicate in Spanish in their WhatsApp group. You must either speak/write Spanish yourself, or be fully comfortable and accurate using online translation tools (e.g. Google Translate, DeepL) to read and respond in Spanish professionally.
• A reliable internet connection, a working laptop/PC, and a quiet space to take calls when needed.

Nice to Have

• Experience with price optimization and revenue management in PriceLabs (adjusting base prices, minimum stays and rules to improve occupancy and ADR) — a strong plus, and a path to taking on more pricing responsibility over time.
• Conversational or written Spanish (if you already speak Spanish, translation tools won't be needed).
• Familiarity with Chekin or similar guest ID/registration and compliance tools.
• Previous experience working with European or Spanish hosts/clients.
• An eye for seasonal hospitality trends — what makes a summer beach-town listing vs. a winter listing convert better.

Schedule — Please Read Before Applying

This role requires availability during Spanish business hours (Madrid time, CET/CEST), roughly 9:00–18:00 Spain time. Because of the time difference, this falls in the afternoon/evening/late-night in the Philippines (approximately 3:00 PM–12:00 AM Manila time, depending on the season). Please only apply if you are able to comfortably work this shift on a consistent basis.

Compensation & Terms

• Independent contractor role, full-time hours.
• Competitive pay, based on experience — to be discussed during the interview.
• Two-week paid trial period at the start of the engagement to confirm mutual fit, followed by an ongoing arrangement.
• Immediate start for the right candidate.

How to Apply

Send your CV and a short introduction (a few sentences on your vacation-rental / Hostaway / PriceLabs experience, and confirmation you can work Spanish business hours) to ---------- with the subject line “VA Application – Vacation Rentals.”

Kosta Homes is part of Costa Lux Living, S.L. We review applications on a rolling basis and will only contact shortlisted candidates.