Virtual Assistant (VA)

COMPANY OVERVIEW:

Unlock your potential with this premier role in a growing industry at SkyRun Austin - a leader in the vacation rental market with an inspiring origin story and an exciting future. 

Founded in 2004, SkyRun Vacation Rentals quickly evolved from a single location into a powerful multi-location brand with over 1,200 properties in 40 destinations across the United States. SkyRun is a collective of independently owned and operated local businesses backed by a team of national experts. This allows us to deliver on our promise to provide clients with boutique service and big-brand results. 

SkyRun Austin was started two years ago as an independent business that must support itself financially, attract its own customers and manage all operational activities to grow into successful business. The SkyRun national network promotes the company’s growth by providing an established industry brand, software systems, vendor partnerships, and training. SkyRun Austin aims to manage 100 homes in 5 years and be the most trusted brand in the local market. The company is led by Michael Munson, a seasoned executive with 25 years growing and leading businesses on multiple continents. He has an MBA from Harvard and has worked as an investment banker on Wall Street, as a venture capitalist in Silicon Valley, as an edtech startup CEO, and a leader of $500 million acquisitions for a private equity company. 

Why join us? 

This SkyRun Austin environment is perfectly suited for goal-oriented professionals who value a stable and supportive workplace in which to develop their careers. Join our team and contribute to a community that values efficiency, and exceptional service , guided by a leader who fosters teamwork and innovative problem-solving.

As a small company we’re continuously testing new ways of doing things to develop a scalable business model. New ideas are encouraged, and team members are given the chance to assume as much responsibility as they can demonstrably handle. 

Are you ready to grow with us?

POSITION SUMMARY:

If you’re detail-oriented, entrepreneurial, excited about contributing across all areas of an organization, this role is for you. 

Our team is looking for an Executive Virtual Assistant / Property Manager to work closely with our visionary and accomplished CEO, Michael Munson. This opening is your opportunity to support a seasoned leader with profound business knowledge and a long list of first-ha experience from his time spent working internationally as a respected leader in operations, strategy and growing businesses. 

In this position, you will be Michael’s trusted assistant, overseeing vital functions across multiple departments, including guest relations, property management, supporting sales and marketing, as well as handling administrative and personal tasks. Reservations and listings are managed using the Track Property Management System. 

Rather than working in one narrow silo, this role provides a unique opportunity to work across an entire organization and make a significant impact growing a startup business. You have the opportunity to implement best practices learned elsewhere and develop new, creative solutions. In the future, there will likely be opportunity to assume managerial responsibilities as the company and team grows. As long as the daily operational requirements are covered, you can assist with strategic projects as well. 

Remote Flexibility: 

This position offers the freedom to work from anywhere while fully integrating you into our collaborative culture. 

Are you a good fit?

This role is perfect for you if you possess excellent communication skills and creative problem-solving skills and can manage guest services and administrative and operational tasks. We are looking for someone with an exceptional work ethic who is proactive and wants to learn and grow.

This is a great fit if you have gained industry experience and seek broader responsibility and impact as a critical team member who can grow with the business. 

What are your next steps? 

If you have the skills and confidence to fill this role, we invite you to apply today. Our looks forward to working with you as we continue our mission of delivering exceptional guest experiences and remarkable results for our property owners.

RESPONSIBILITIES:

• Guest Communication and Issue Resolution: Serve as the first line of response for guest inquiries and complaints, offering personalized and empathetic solutions on a timely basis. 
• Property Management Oversight and Scheduling: Coordinate cleaning schedules with vendors, review cleaning inspection reports, create / maintain systems for tracking supply inventories and placing orders, coordinate property repairs with vendors, and file damage reimbursement claims. 
• Project Management and Coordination: Oversee projects from conception to completion, including gathering information from guests, owners, and management, entering data into systems, and coordinating with vendors. Examples include: onboarding a new property, managing multi-step property repairs, work order management in Track, coordinating marketing campaigns. 
• Financial and Bookkeeping Tasks: Manage the entry of bookkeeping items in Track PMS (reservation modifications, initial owner statement review, materials cost entries etc); assist with budget management through regular quality control checks and pricing comparisons. Manage basic Quickbooks entries, if possible. 
• Research and Development: Conduct online research to develop and improve services, expand vendor lists, create sales targeting lists, explore new product options to enhance guest experience and operational efficiency, synthesize industry trends, etc.
• Marketing and Community Engagement: Participate in relevant online communities and research networking opportunities to expand business opportunities. Periodic review of property listings online to compare to the competition and optimize text and photos. 
• Executive Assistance and General Admin: Perform essential executive assistant and general admin functions to leverage executive time. Activities can vary significantly and may include email management, file organization, note consolidation, and handling personal matters.
• Responsibilities will vary according to travel season. Guest relations and Property Management will be first priority during peak travel season. Other activities will be prioritized outside peak travel season. 

QUALIFICATIONS:

• Three years of Vacation Rental Industry Experience is required. Preferred candidates will have experience in multiple functional areas to bring a broad knowledge of the requirements for managing and growing such a business. 
• Executive Assistant Experience: Experience as an executive assistant managing schedules, emails, and files.- minimum 1 - 3 years . Knowledge of executive needs in property management is a plus but not a must. Direct experience supporting a broad array of issues in the industry (per 1st bullet point) meets this requirement for someone who is willing to assume these responsibilities. 
• Exceptional Communication and Customer Service Skills: Strong written and spoken English capabilities with proven experience in guest communications to maintain brand image. 
• Hospitality and customer service training is preferred. 
• Track Property Management System experience is strongly preferred, but not required. If no Track experience, demonstrated experience with another Property Management System or enterprise software program is strongly preferred. 
• Project Management and Coordination Expertise: Demonstrated ability in managing and coordinating projects with 3rd parties based in the U.S. 
• General attributes: Critical thinking and analytical skills, attention to detail, online proficiency to learn and adopt software tools quickly. Quickbooks knowledge preferred but not required. 
• Ideal candidate will bring knowledge and experience of industry best practices to enhance general operations. 

COMPENSATION & BENEFITS:

Monthly Salary: $1000 - $1500 per month based on experience and achievement. 

Benefits:

• Paid time off
• Remote working flexibility
• Some flexibility in setting work hours within parameters listed below
• Career advancement potential: chance to grow with company and manage future team members, if desired
• Gain valuable insights and guidance by closely working with our experienced CEO across all aspects of the business, rather than one specific area

Bonus: A performance bonus may be awarded based on role outcomes 

Schedule General Parameters: Role requires approx 40 hours per week. Business is located in the Central Time Zone USA. Work hours will generally correspond with times of peak guest communication needs, and some overlap with local business hours to coordinate with 3rd party vendors and the CEO. There is flexibility to work outside local daytime hours according to seasonal travel trends and business needs. 

Schedule Details: 

• Available to respond in real-time when there is a high volume of guest communication, which generally corresponds with the time periods when guests are staying in our properties. 
• Sample schedule below. Please note that these are GENERAL guidelines; details are subject to the amount of guest travel at the time, which generally varies by season.
• Time periods when needed for real-time guest communication: 
  • During periods with average levels of guest travel (approx half the year):
    • Weekends only 
    • Approx hours: Friday 2pm - 6pm; Saturday 10am - 6pm; Sunday 9am - 1pm. 
  • During peak travel season (approx 1-2 months per year): 
    • Weekend hours listed above 
    • Some coverage during weekdays 
  • During low season with low occupancy (approx half the year): 
    • No or few weekend hours are required 
  • Some of this work can be done “on call” if preferable. 
• Other schedule guidelines: 
  • Monday: some overlap with local business hours to coordinate work required after guest departures - review departure cleaning reports, coordinate needed repairs, supply deliveries, etc. 
  • Tuesday - Thursday: determined by business needs; some overlap with business hours required for coordination with vendors and CEO 
  • Flexibility to set your own schedule within these requirements with CEO approval.