Executive Assistant / Property Management Associate

About Catena:

At Catena, we redefine overseas hiring by cultivating talent. Our rigorous qualification program and exclusive upskilling opportunities pave the way for our candidates' prosperous future at no cost. We scout the brightest individuals, equip them with superior skills, and connect them with high-profile roles. Join us as a driven, ambitious individual and work directly with executives, evolving as their indispensable partners. Are you ready for this transformative challenge?

About the job:

Role: Executive Assistant - Property Management Associate
Work schedule: Full Time | 40 hours per week | Monday to Friday | 10:00 AM - 6:00 PM EST | Client follows Eastern Standard Time
Salary Range: US$1,300.00 USD - $1,400 per month (negotiable)

As a Executive Assistant - Property Management Associate, you will play a vital role in maintaining high customer satisfaction, resolving disputes efficiently, ensuring property cleanliness and maintenance, and keeping accurate records for reporting. You will directly report to the owner, providing regular updates on your activities, challenges, and significant guest interactions.

Key Responsibilities:

1. Guest Communications:

• Respond to guest inquiries, booking requests, and messages promptly and professionally.
• Provide guests with necessary pre-arrival information, including check-in procedures, amenities, and local attractions.
• Address guest concerns, requests, and issues effectively and in a timely manner.
• Handle and resolve disputes raised by guests through online platforms like Airbnb or Booking.com.
• Maintain a high level of hospitality in all interactions with guests.

2. Scheduling Cleanings and Repairs:

• Coordinate and schedule cleaning services between guest check-outs and check-ins.
• Ensure cleaning staff is briefed on property-specific requirements and standards.
• Schedule and supervise repairs and maintenance tasks in coordination with relevant service providers.
• Maintain a log of repairs and cleaning schedules for future reference.

3. Dispute Resolution:

• Act as a mediator in guest disputes, attempting to resolve issues to the satisfaction of all parties involved.
• Handle dispute cases raised on online platforms (Airbnb, Booking.com, etc.) with professionalism and adherence to platform policies.
• Document disputes, resolutions, and actions taken for future reference.
• Collaborate with the property owner on significant disputes or issues requiring their input.

4. Reporting:

• Provide regular updates to the property owner on booking statuses, guest feedback, and any significant issues.
• Generate monthly reports detailing property occupancy rates, guest satisfaction scores, and notable incidents.
• Maintain records of property-related expenses, repairs, and cleaning costs for budgeting and financial reporting purposes.

5. Miscellaneous:

• Stay informed about local events, attractions, and amenities to offer helpful suggestions to guests.
• Ensure compliance with local regulations, tax requirements, and safety standards.
• Maintain a professional and friendly demeanor in all interactions with guests and service providers.

Reporting Structure:

The Property Management Assistant will report directly to the Owner and will provide regular updates on their activities, challenges faced, and notable guest interactions, including dispute cases.

Immediate Tasks for Week 1:

In your first week, you will take ownership of the following tasks:

• Focusing on guest communication and coordination, dealing with scheduling cleaners, and addressing any issues.
• Managing guest communication and completing online administrative tasks.
• Handling guest interactions, coordinating cleaning schedules, and addressing any potential issues.

Preferably someone who can stand on their own ground and have their head on their shoulders. Someone organized and independent and can solve things on their own

Requirements

• Minimum of 2 years of experience in a role similar to an Executive Assistant.
• Previous experience in property management.
• Strong customer service orientation.
• Tech-savvy and quick to learn new tools.
• Proactive, organized, and capable of working independently.
• A willingness to ask questions and seek assistance when needed.
• Someone who can manage their time well
  
  Some nice-to-haves for our ideal candidate (not required but preferable)
• Has an Apple device (the client uses iMessage so it would be great if you also have that, but it's not a requirement because the main mode of communication will be on Whatsapp)
• If you are detail-oriented, dedicated, and looking for a challenging role in property management that allows you to engage with a diverse range of guests and tasks, we encourage you to apply. This position offers an exciting opportunity to join a growing property management company dedicated to providing extraordinary experiences for luxury travelers.

Benefits

• Paid Time Off
• Holidays Off
• LONG-TERM opportunity with lots of areas for quick growth in the role/title, there's plenty of great growth opportunity within the role
• Getting to work with amazing an amazing team and great working culture