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.