Offshore Virtual Assistants (OVA), a trusted Australian outsourcing partner, is supporting a growing property management and operations business.

The client offers a curated collection of beautifully designed holiday homes inspired by a passion for travel, design, and meaningful guest experiences. Their focus is on delivering authentic stays that capture the beauty and character of Byron Bay and its surrounding hinterland.

We are seeking a highly organised, tech-savvy, and proactive Operations Assistant to support day-to-day operations and ensure seamless coordination between contractors, guests, owners, and internal teams. This role suits someone who thrives in a fast-paced environment, loves problem-solving, and can independently manage multiple moving parts.

Key Responsibilities

Contractor Coordination

• Manage communication with cleaners, maintenance teams, and suppliers.
• Schedule and track cleaning and maintenance jobs.
• Coordinate linen orders, deliveries, and stock levels.
• Handle property maintenance requests and follow-through.
• Use project management tools to track ongoing tasks and updates.
• Onboarding

Guest Support

• Manage guest communication 
• Assist with inquiries, quotes, invoices, and booking details.
• Provide check-in/check-out instructions and address special requests.
• Manage automated messages and ensure accuracy of all booking documentation.

Administrative Support

• Monitor calendars for bookings and availability
• Maintain and monitor rates and stay settings
• Optimise property listings
• Maintain and update property information, including guidebooks
• Update website and landing pages
• Stock ordering and tracking
• Maintain customer database
• Monitor email campaigns
• Meeting notes and action items
• Creation and update of SOPs

Owner & Executive Support

• Maintain professional communication with property owners.
• Assist with document management
• Draft and respond to emails on behalf of the Director.
• Coordinate appointments, reminders, and follow-ups.
• Assist with travel arrangements when required.

Tools & Software

Experience with the following is highly preferred:

• Monday.com or similar project management software
• Hostfully or similar property management software
• Breezeway or similar project management software
• Airbnb
• Booking.com
• Canva
• Google suite
• Mailchimp

Qualifications

• At least 2+ years’ experience in operations, property management, hospitality, or administrative support.
• Strong organisational and coordination skills.
• Excellent written and verbal English communication.
• Comfortable managing contractors, guests, and escalations.
• Strong digital and online platform proficiency.
• Experience in short-term rental or hospitality operations is highly advantageous.

Personal Attributes

• Exceptional attention to detail and follow-through.
• Proactive and solution-oriented.
• Able to stay calm and organised under pressure.
• Adaptable, reliable, and eager to learn.
• Strong sense of ownership and accountability.

Key Success Factors

• Smooth coordination across contractors, guests, and owners.
• Timely, professional communication across all channels.
• Accurate scheduling and proactive issue resolution.
• Consistent improvement in operational processes and documentation.