Full-Time 360° Operations VA for STR Business

We are looking for a highly organized, proactive, and reliable Operations Virtual Assistant to support our Short-Term Rental (STR) / Airbnb property management business in Mexico (riviera Maya).
This is a full-scope 360° role with a strong focus on:
- Administration & Operations
- Guest Management
- Project Management & Process Organization
- Owner Onboarding
- Marketing Support

We need someone who can follow instructions accurately, work independently during PH daytime hours, and move tasks forward without waiting. If you love structure, clear processes, and taking initiative (without going out of scope), you will be a great fit.

Hi! I’m Nina.
Together with my partner, we created and have been running our short-term rental & property management business for the past 1.5 years. We are two French entrepreneurs living in Mexico and managing a growing portfolio of properties across the Riviera Maya and soon baja california. I am now looking for a long-term Operations VA who can become my second brain, someone who thinks with me, helps me stay organized, supports daily operations, and keeps the business running smoothly while I focus on high-level decisions.

If you are structured, reliable, proactive, and love organizing chaos into clear systems, you will be a perfect match for this role.
We are open to different profiles, including junior candidates. We value motivation, attitude and willingness to learn as much as experience. If you are organized, proactive, eager to improve, and ready to grow with us, you can succeed in this role.

Main Responsibilities (Don’t worry, you will receive complete video training with screen recordings. This full list is what you’ll progressively handle after 2–3 months as you grow into the role.)

1- Administrative & Operational Tasks
Create QR codes for guests (check-in info, guides, instructions)
Follow up on owner payouts with our third-party payment provider
Pay the cleaning staff weekly
Pay maintenance teams or interventions when required
Track every expense in a shared Excel file and prepare owner reimbursement reports
Assist with QuickBooks (simple monthly data entry — approx. 20 minutes)
Monitor listing performance and ranking across all rental platforms
Check the cleaning agenda daily to identify scheduling errors
Update prices or adjust rates on listings when instructed
Keep internal documents organized and updated
Update templates and internal documents in Google Drive

2. Guest Management (During Your PH Working Hours)
Reply to guest messages with professionalism and clarity
Update boarding passes (traveler space within our app) when needed
Update and maintain message templates
Ensure all guests leave a review after their stay
Report any maintenance issue to the appropriate team and follow up
Handle payments when guests damage something (AirCover or internal process)
Maintain a positive and helpful tone with all guests

3. Owner Onboarding (New Properties)
Collect required documents and information from new owners
Set up the traveler space for each new listing in our app
Create a list of missing items and prepare a “shopping tab” for the owner
Fill in all fields and tabs in the owner’s folder (Drive, internal systems)
Create or update property listings when needed
Connect the listing to PMS (Hostaway), Autorank, and other integrations
Publish the new listing on STR websites or social platforms

4. Project Management Assistant
Assist Nina in ongoing or new projects (example: building our direct booking website)
Help organize tasks in Asana
Maintain clear timelines and progress updates
Prepare documentation and support materials
Participate in improving workflows and process efficiency

5. Owner Support
Help respond to owner questions in our WhatsApp groups
Follow up on requests, info sharing, and small updates
Keep owners informed when needed (using templates or short updates)

6. Marketing Support
(Depending on your skills — we are flexible and can adapt the scope)
Publish new listings on social media
Assist with guest acquisition funnels
Support marketing campaigns or tasks assigned within ongoing projects

What We Are Truly Looking For Someone who is:
Polyvalent, able to handle many types of tasks
Organized, reliable, and structured
Fast to execute and able to prioritize
A problem solver, not someone who freezes
Autonomous, but who respects instructions
Hungry to learn (even if junior)
Emotionally stable (no drama)
A good communicator, clear and concise
Able to become my second brain as the business grows

We hope to talk to you very soon !