Virtual Assistant & Operations Admin at Smithstone Properties Limited
At Smithstone Properties, we specialize in Hospitality Management, Property Management, and Property Development—the three pillars of our business.
We are recruiting to fill the position below:
Virtual Assistant & Operations Admin
Location: Abuja (FCT)
Employment Type: Full-time (In – Person (Mon – Fri), Remote (Weekend)
Start Date: Immediate
Working Hours: 8 AM – 5 PM (Weekends & after-hours on-call for guest emergencies)
Role Overview
- This role blends virtual assistance, operations administration, and property management support.
- You will be responsible for managing long term tenants, serviced accommodation guest communications, overseeing check-ins, and continuously improving processes to enhance efficiency.
Key Responsibilities
Tenant Management – Admin Responsibilities:
- Advertising properties on approved platforms
- Managing advert enquiries and booking viewings
- Coordinating viewings with team members
- Issuing tenant application forms and contracts
- Supporting referencing & Right to Rent checks
- Managing tenant communications (day-to-day queries)
- Logging and coordinating maintenance with contractors
- Scheduling access for repairs
- Monitoring rent payments and sending reminders
- Managing renewals and notices
- Updating tenant/property records
- Preparing end-of-month reports per property.
Admin Responsibilities:
- Provide virtual administrative support, including scheduling, email management, and data entry.
- Utilise PowerPoint and advanced Excel to create reports, presentations, and track key property data.
- Identify and implement process improvements (eligible for a £50 bonus per approved improvement)
- Maintain property management records and update relevant systems as needed.
- Assist in general operational support for property and serviced accommodation management.
Guest Communication & Support:
- Monitor and respond promptly to guest messages across all booking platforms (Airbnb, Booking.com, Vrbo, direct bookings) and phone inquiries.
- Provide accurate information regarding check-in, check-out, property features, and house rules.
- Handle guest inquiries, complaints, and special requests professionally and efficiently.
- Call guests if noise sensors are triggered to ensure neighbors are not disturbed and take appropriate action if necessary.
- Manage the guest onboarding process, including ID verification, check-in instructions, and security deposit where applicable.
Booking & Operational Coordination:
- Oversee the entire guest journey, from reservation confirmation to check-out, ensuring a seamless experience.
- Coordinate with key collection partners to ensure keys are dropped off in the lockbox before guest arrival.
- Align with cleaning teams to adjust schedules when guests purchase late check-out or extended stays.
- Communicate with property managers or directors regarding any special guest requests that require approval or additional services.
Guest Reviews & Reputation Management:
- Leave timely and professional reviews for guests on booking platforms.
- Monitor and respond to guest reviews, addressing any concerns and highlighting positive feedback.
What We’re Looking For
- Minimum of 5 years of experience in administrative, operations, or property management roles.
- Strong verbal communication and interpersonal skills.
- Hospitality management experience is a plus.
- Basic knowledge of cloud-based tools and virtual workspaces.
- Strong team-working skills and ability to collaborate effectively.
- Ability to work under pressure and handle multiple responsibilities efficiently.
- A proactive individual with a keen interest in learning and improving processes.
- Passionate about the hospitality industry and delivering top-tier customer service.
- Proficiency in PowerPoint and advanced Excel (pivot tables, data analysis, reporting).
- Highly organized with excellent problem-solving skills.
- Ability to work independently and efficiently in a remote setting.
What We Offer
- Competitive salary – N350,000 monthly
- Training budget to support your professional growth
- £50 incentive for each approved process improvement idea
- Opportunity to work in a growing property management company
- A dynamic, collaborative, and innovative work environment
- Other incentives – training budget & from #100,000 process improvement incentive.
Application Closing Date
30th June, 2026.
