Short-Let Coordinator at TIE Consulting Limited

Job Purpose:

• To manage, maintain and report on activities of the short-let properties of the organization.

Key Responsibilities and Duties:

Maintenance and Repairs:

• Schedule and implement proactive maintenance e.g., fumigation, painting, routine inspections of properties
• Ensure functionality of lighting, air conditioning, furniture fittings, plumbing works, and overall building structure are operating properly to provide the expected service to guests.
• Escalate, follow up, and close out on all building structural issues with the organization.
• Maintain a set of duplicate keys and power cards for all properties.
• Ensure that these keys are available to the Front office on request
• Work closely with the Hospitality maintenance team to ensure power, Internet, and DSTV issues are completed before the arrival of check-in guests.
• Inspect, report, and close out issues in all checked-out properties. Issues may include theft, breakages or
  wear and tear.
• Contract and supervise repairs and maintenance works
• Develop and manage Rental pool maintenance budgets.

External and Internal Client Relationships Management:

• Develop required relationships with homeowners in the rental pool
• Address all homeowners’ enquiries and complaints
• Liaise with prospective homeowners- provide draft Terms and Conditions, schedule and attend shows around or other Rental pool properties, discuss and close out on homeowner’s subscription of the Rental pool.
• Develop a strong relationship with the Facility team in the company.
• Update and communicate the Rental Pool Furnishing requirements list as required
• Execute exemplary customer service to drive customer satisfaction and loyalty by assisting the Rental poolhomeowners and monitor their satisfaction during and after onboarding into the Rental Pool.
• Hand hold the homeowners by providing furnishing guidance throughout the Rental pool onboarding process
• Communicate in a timely manner, all required repairs to the respective homeowner
• Adhere to all legal terms outlined in the Terms and Conditions communicated to each homeowner. Especially terms pertaining to expenses.
• Develop appropriate and strategic relationships with other homeowners outside the Rental Pool

Reporting and Record Keeping:

• Keep accurate records of all homeowner property inventory
• Conduct routine checks of property inventory
• Keep accurate and timely records of all use of each property
• Communicate monthly “Reservations Report” to homeowners on the 25th of each month
• Process homeowner monthly payments on the 25th of each month. The goal is to pay the homeowner before the 2nd of the following month.
• Maintain an accurate database of all homeowners’ contact details and information.
• File and maintain records of all legal documents for the Rental pool
• Report monthly expenses made on each property to management
• Track and report feedback from guests regarding the Rental pool
• Co-ordinate records of maintenance history and ensure that cyclical maintenance jobs and records are maintained up to date
• Timely communication of out-of-order rooms to the Operations Team
• Develop and communicate quarterly revenue statements to homeowners

Business Sales Monitoring:

• Ensure that Sales and Reservations are meeting revenue expectations for the rental pool
• Monitor rates to ensure compliance with the Rental Pool contract
• Track rental pool marketing activities

Qualification, Skills and Requirements:

• Bachelors Degree
• Minimum of 6-8 years’ experience in a similar role/Hospitality Business
• Knowledge of Property Maintenance or Hospitality, Front Office/Room Division Management
• Knowledge of reporting on Microsoft Excel and Power Point
• Time Management
• Interpersonal Skills
• Analytical Ability
• Meeting Management
• Report Writing
• Emotional Intelligence
• Strong Communication Skills
• Strong Negotiation and Conflict
• Resolution Strategy
• Confidentiality
• Objectivity
• Attention to Detail
• Integrity
• Emphatic