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Careers

Administrative Coordinator

This Administrative Coordinator will play a critical role in communicating  with guests, the housekeeping team, maintenance team, clients,  and management to ensure smooth operations and exceptional guest experiences. The successful candidate will become a key player in  managing communication and logistics.
The Administrative Coordinator also supports the executive team in key areas of administration and helps to establish and improve critical company-wide systems and workflows.This role requires a quick learner with a sharp eye for detail, strong organizational and problem-solving skills, and a solid track record of hitting deadlines. Quick and clear communication with a professional but friendly tone is essential. Fluent English, spoken and written is a must.



Key Responsibilities

  • Maintains prompt and professional communication with guests. Acts as the manager of the virtual front desk. 

  • Communicates with the housekeeping team to ensure a timely and efficient turnaround for guest check-ins and check-outs. 

  • Coordinating maintenance issues with maintenance staff to ensure timely resolution

  • Maintain and update databases, records, and files related to rental properties, guest information, and financial transactions. 

  • Prepare reports and summaries as needed for clients and management, providing insights into key operational metrics and trends.

  • Assist with inventory management, including ordering and tracking supplies for each property.

  • Assist in creating presentations and other marketing materials, managing emails, and updating property listings.

  • Assist with billing and invoicing, ensuring accuracy in charges and payments.

  • Participates in client calls and assists in reporting financial performance

  • Participate in regular team meetings and provide updates on housekeeping and maintenance issues.

  • Contribute to the continual improvement of our guest experience and operational processes.

  • Research miscellaneous projects as needed. 

Qualifications

  • Proven experience in an administrative role. Experience in real estate of hospitality is a plus. 

  • Excellent organizational and time management skills, with the ability to prioritize tasks effectively.

  • Strong communication skills, both written and verbal.

  • Thoughtful and systematic approach to business problems

  • Proficiency in office software (e.g., Microsoft Office Suite) 

  • Ability to work independently and as part of a team in a fast-paced environment while demonstrating adaptability and resilience. 

  • Maintains a supportive and collaborative environment acting as liaison and people connector.   

  • Learns new skills quickly and sees tasks through to the end on time. 

  • Highly motivated and focused in a remote work environment. Accountable for timely meeting all deliverables and deadlines 

  • Displays emotional intelligence in high-stress situations. 

  • Customer service-oriented with a sharp eye for detail. 

  • Excellent problem-solving skills and resourcefulness. 

  • Proficiency in Google documents. Proficiency in Notion and vacation rental software is a huge plus

  • A team player with a positive attitude and the ambition to grow into a key role within our organization.

  • Ability to travel to the United States 4 times a year for training is preferred but not required.

  • Proficiency in Spanish preferred


Benefits

  • A competitive salary and the opportunity to be part of something extraordinary.

  • This role is 95% remote. Travel for meetings may be required.

  • Travel to Chicago headquarters for training and quarterly meetings if logistically possible. 

  • Growth opportunities that match your ambition.



Application Process
Please submit your resume and a cover letter detailing your relevant experience and why you are the ideal candidate for this role to hello@discovertrove.com. Resumes without cover letters will not be considered.

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