Remote Property Management Executive Assistant

We are seeking a highly skilled and proactive Executive Assistant with the ability to communicate clearly, perform consistently, and ask for clarity when needed. In this role, you will serve as the right hand of 2 executives in a fast-paced environment with multiple priorities. This is a startup company where everyone wears multiple hats, the ideal candidate needs to be versatile. The ideal candidate is a strategic thinker, highly organized, and comfortable operating with autonomy to ensure business operations run smoothly.

Key Responsibilities:Executive Support:- Act as the right-hand to the 2 executives, assisting in a fast-paced environment with a variety of tasks.
- Facilitate communication between the Executives and clients using CRM, as requested, ensuring timely and clear responses.

Project Management:- Lead and manage various company projects from start to finish, ensuring that goals, timelines, and deliverables are met.
- Coordinate with different teams and departments to ensure project alignment, track progress, and provide status updates to the Executives.
- Proactively identify and address potential risks or issues in projects, offering solutions and alternatives as needed.

Sales Support:- Assist sales team with scheduling meetings and updating CRM as needed.
- Create proposals for sales team to present to prospective clients. (Enter data provided into softwares, then take the results and put into a proposal template).

Confidentiality & Trust:- Maintain the highest level of confidentiality, ensuring sensitive information is handled with care.
- Act with integrity and transparency, keeping the business owner informed of critical developments and providing insightful feedback when necessary.

Listing Creation and Management :- Follow SOP to create listings in Hostaway, notifying CAO when ready for review.
- Create a list of missing information to be obtained before a listing can go “live”.
- Updating work management platform (Asana) as tasks are completed.
- Sharing correspondence and communications, when necessary, with the property owners.
- Monitoring the main email inbox while AI bot communicates with guests.
- Updating and improving marketing channels (Airbnb listings, other OTAs + direct booking websites).
- Monitoring PMS software to ensure everything is integrating properly

Guest Reservation Management:- Monitoring guest communications/AI bot to ensure accuracy, editing drafts as needed.
- Assisting guests in altering or canceling reservations based on AI conversations.
- Check PMS to make sure that guests are fully paid prior to checking-in to a property.
- Monitor automatic reviews within Hostaway (PMS) to ensure accuracy. Cancel automatic reviews at owner’s request for problem guests.
- Writing and posting Airbnb reviews and responding to guest reviews within 24 hours.
- Documenting feedback from guests and sharing potential areas for improvement with owners.

TECHNICAL REQUIREMENTS:

-Internet speed minimum 30mbps
-i5 8th Gen or higher
-Windows 10 / MacOS Catalina or higher
-Minimum of 8 GB RAM
-Private and quiet dedicated home office area (no roosters, dogs, children's noises in the background)
-Back-ups in case of power or internet provider interruptions
-Good headset and webcam (Preferably noise-canceling headset)

WHO WE ARE:

EXTENTEAM is the #1 trusted outsourcer for property management professionals operating short-term rentals, vacation homes, multifamily communities, and boutique hotel properties.

WHAT WE DO:

We support over a hundred different property management brands throughout the United States. Our virtual team members work exclusively to supercharge guest services, reservations, marketing, bookkeeping, IT support, and other core business functions.

OUR CORE VALUES:

- MISSION ACCOMPLISHED: We Work Smart & Get Stuff Done.

- OWN YOUR STUFF: We Own Our Stuff.

• WALK THE TALK: We Do What We Say We'll do.
  - INTO THE WILD: We are Explorers.
  - WORD AS BOND: Just Say It.
  - ABOVE AND BEYOND: We Live Extenteam.
  
  WHAT WE OFFER:
  
  We offer our team members targeted development opportunities both on a professional and personal level. We also offer:
  - Competitive Salary
  - Holiday Reward equivalent to 13th-month pay
  - HMO
  - Life Event Bonuses

- Preventive Mental Health Benefit