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:
Job Position: Virtual Assistant & Operations Admin
Job 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.
Method of Application
Interested and qualified candidates should send their CV and cover letter to: [email protected] using the Job Position as the subejct of the mail.
