Administrative Assistant

This role is responsible for supporting all the administration and operational running of the business. Largely office based, but there may be requirements to visit properties and liaise with guests.

Strong organisational skills, social media capability, and IT skills are critical for success in this role.

The ability to build & maintain strong relationships virtually is very important, as often you will be in the office but not necessarily with other team members - as most of the team are field-based, you'll be working together remotely.

Contract details:

• 30 hours per week contract
• 5 days per week, Tuesday-Saturday
• 12-18h
• Office based Tues-Fri (central Fuengirola) & home based Saturdays (unless property visits are required)
• €1300 per month gross salary
• Full training on all business systems will be provided
• Laptop provided

Main tasks include but are not limited to:

• Reservation management – tracking bookings & guests, including calendar of reservations, guest details & specific requirements, payment schedules for direct bookings etc
• Guest registrations – online registration of guests within 24 hours of arrival.
• Guestbooks and property folders – creation and upkeep
• Guest communication & messaging- answering all incoming messages and questions 12-18h
• Social media & marketing– posting on all relevant forums on behalf of the business to increase occupancy and drive awareness of the Verano.com booking platform, creation of all marketing materials, upkeep of marketing planning to drive likes and followers, and ultimately drive conversion to direct bookings.
• Appointment scheduling – for maintenance or any other appointments
• Administration & office support – for a variety of business admin including tourist licenses, upkeep of all guest & property documents to support communication (e.g., Masterfile, damage/incident log), all reporting, and guest reviews. Also purchase of all office supplies.
• Listing management - admin support for set up of new properties and ongoing upkeep and updates of existing properties
• Invoice/expenses tracking & creation
• Platform Management & occupancy tracking– supporting the regular upkeep and maintenance of all platforms such as booking.com, Ownerrez PMS, Airbnb, VRBO, Google vacation, etc. Running insights reports and reporting back to the owners for recommendations to increase occupancy
• Business planning support – operational planning to support business growth, also responsible for upkeep of the Verano property management system (full training provided) as directed
• Property Management – ad hoc property visits or guest check-ins
• Supporting team/emergencies
• Scheduling of team – including laundry, cleaners, property manager allocations as needed
• PA support for the Directors – ad hoc administration/tasks, appointment scheduling, calendar management, client management, team support

Capabilities required:

• Positive problem solver – can find solutions proactively
• Good under pressure and very quick to adjust to changing needs
• Self-starter– able to see what needs to be done, without being always instructed & happy to work independently
• Team player – happy to share, communicate, and listen
• Strong IT and social media management capability (Microsoft Office Word/Excel/PowerPoint)
• Excellent organisation skills and follow-through

Other criteria:

• Availability during summer is critical as it is our busiest period. Annual leave must be taken between 1 November – 30 April
• Must have own car (without restrictions on use) and be fluent in English/Spanish
• Occasional flexibility on working days & hours will be important, dependent on guest schedules (agreed in advance)
• Easygoing & open - we are a small and friendly team and we enjoy working together, we would like the right candidate to fit our team dynamic :)