Operations Assistant

1 day ago

Pasig, National Capital Region, Philippines Outposter Inc Full time

Overview:

We are seeking a highly organized and proactive Operations Assistant to support day-to-day business operations across property management, guest coordination, administration, and executive support. The ideal candidate is detail-oriented, process-driven, and comfortable managing multiple workflows in a fast-paced environment. This role requires strong communication skills, problem-solving abilities, and confidence in using digital tools and property management platforms.

Key Responsibilities:

Contractor & Operations Coordination

  • Communicate with contractors and service providers, ensuring issues are resolved promptly
  • Schedule and coordinate cleaning and maintenance tasks
  • Track and manage linen orders, deliveries, and inventory
  • Coordinate ongoing property maintenance needs
  • Oversee project tracking and ensure tasks are completed on time
  • Support onboarding processes for new team members, suppliers, or partners

Guest Management

  • Respond to booking enquiries and assist with quotes and invoices
  • Manage guest communication, including problem-solving and special requests
  • Prepare and send check-in/check-out instructions
  • Monitor and optimize automated guest messaging
  • Ensure all guest-related documents and information are up to date

Administrative Support

  • Monitor calendars for bookings, availability, and scheduling conflicts
  • Maintain and adjust property rates, availability settings, and stay rules
  • Optimize property listings for visibility and performance
  • Maintain and update property information, digital guidebooks, and content
  • Update website pages and landing pages as needed
  • Manage stock ordering, tracking, and inventory levels
  • Maintain customer databases and ensure accuracy of records
  • Monitor email campaigns and performance
  • Take meeting notes and track action items
  • Create, update, and maintain Standard Operating Procedures (SOPs)

Owner & Executive Assistance

  • Handle communications with property owners and ensure timely updates
  • Manage owner-related documentation and records
  • Draft and respond to emails on behalf of executives
  • Assist with appointment scheduling, reminders, and calendar updates
  • Coordinate travel arrangements and logistics

Tools & Software:

  • or similar project management platforms
  • Hostfully or similar property management software
  • Breezeway or similar operational software
  • Airbnb and
  • Google Suite
  • Canva
  • Mailchimp
  • Property management and automation tools

Preferred Skills and Attributes:

  • Strong communication and problem-solving abilities
  • Excellent organizational and administrative skills
  • Ability to manage competing tasks and deadlines
  • Comfortable working with multiple digital systems and dashboards
  • Detail-oriented, proactive, and able to work with minimal supervision
  • Process-driven with the ability to create and maintain structured systems
  • Strong customer-service mindset across guests, owners, and contractors

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