Virtual Assistant – Vacation Rental Operations

ABOUT THE ROLE

We are a vacation rental management company based in Hawaii, managing multiple properties across Oahu. We are looking for a reliable, detail-oriented, and proactive Virtual Assistant to support our daily operations.

The ideal candidate is organized, communicates well in English, can multitask, and is comfortable working with multiple online platforms and property management systems.

KEY RESPONSIBILITIES

Guest Communications:
-Monitor and respond to guest messages and inquiries through Airbnb, Vrbo, ---------- , and Expedia.
-Assist with reservation inquiries, booking changes, cancellations, and guest requests.
-Provide accurate information about check-in instructions, property details, parking, amenities, and house rules.
-Maintain a professional and friendly tone when communicating with guests.
-Escalate urgent issues, complaints, and situations requiring management approval.

Property Management Software:
-Use Escapia to review reservations, update booking information, add notes, and process cancellations as instructed.
-Use Akia to monitor guest communications and review automated messages and updates.
-Ensure reservation details and guest information are accurate and up to date.
-Follow established company procedures and instructions.

Administrative and Operations Support:
-Monitor and organize email s and follow up on outstanding tasks.
-Assist with reservation management, data entry, document processing, and recordkeeping.
-Review notifications and ensure necessary actions are completed on time.
-Coordinate cleaning schedules, maintenance requests, and other property-related tasks.
-Assist with other administrative and operational duties as needed.

QUALIFICATIONS:
-Strong written English and professional communication skills.
-Excellent attention to detail and organizational skills.
-Ability to multitask, prioritize tasks, and meet deadlines.
-Comfortable learning and using online software and platforms.
-Reliable, responsive, and able to work independently.
-Good problem-solving skills and willingness to ask questions when clarification is needed.
-Previous experience with Airbnb, Vrbo, ---------- , Expedia, or vacation rental management is preferred.
-Experience with Escapia or Akia is a plus, but training may be provided if it's the right candidate.

TEAM COORDINATION:
-May assist with coordinating and overseeing a small team as the role develops.
-Help assign tasks, monitor progress, follow up on outstanding items, and ensure work is completed accurately and on time.
-Communicate with team members to support smooth daily operations and maintain productivity.

IDEAL CANDIDATE:
We are looking for someone who takes initiative, follows instructions carefully, tracks pending tasks, and follows through until tasks are completed. Accuracy is especially important when handling reservations, cancellations, guest information, and booking changes.