THE ROLE
We're looking for a Property Services Coordinator to take ownership of the day-to-day operational running of our property portfolio. This is a hands-on, varied role that sits at the heart of our business. You'll coordinate cleaning and maintenance across our properties, supervise our remote VA team, and ensure our guests, owners, and contractors experience a seamless, professional service.
This is not a task-ticker role. We need someone who thinks critically, takes initiative, learns fast, and builds independence quickly. Once you've been shown how something is done, we expect you to own it. Our culture is simple: ask questions when you're stuck, learn from every experience, and don't come back with the same question twice.
For the right person, this role has a clear progression pathway into an Operations Manager position.
KEY RESPONSIBILITIES
Daily Operations
Review all guest communications, maintenance issues, and VA activity each morning to identify priorities for the day and week ahead
Monitor and coordinate the cleaning and changeover schedule across the portfolio, ensuring cleaners have accurate access codes, information, and instructions
Triage and coordinate maintenance issues: deciding what can wait for scheduled inspection versus what needs immediate contractor action
Monitor key box code changes and ensure updates are communicated immediately to cleaners and reflected in guest check-in messages
Review cleaner photos and WhatsApp communications to identify unreported issues before they escalate
VA Team Supervision
Provide daily task direction to the remote VA team (guest communications, bookings, admin support)
Hold regular team meetings with the VA team to review performance, set priorities, and provide feedback
Monitor VA work quality and ensure guest communications, booking processing, and calendar management meet company standards
Identify gaps in VA performance and escalate to management where needed
Financial Coordination
Verify cleaner invoices and timesheets for accuracy
Prepare cleaner payout submissions by the 25th of each month
Support owner statement preparation by the 30th of each month
Flag financial discrepancies before they reach payment stage
Property Onboarding
Coordinate new property setups: liaising with cleaners for deep cleans, coordinating furniture refreshes, and ensuring listings go live accurately and on time
Support the Director in bringing new properties into the portfolio efficiently
Listing & Calendar Management
Conduct weekly audits of property listings across Airbnb, Booking.com, and VRBO for accuracy
Ensure calendar syncs are correct between the channel manager and OTAs
Flag duplicate bookings, sync errors, or pricing anomalies immediately
Performance Monitoring
Maintain and update the maintenance tracker, ensuring all open issues are logged, followed up, and resolved within agreed timescales
Monitor operational KPIs: response times, complaint rates, late cleans, and open maintenance issues
Identify patterns and escalate recurring problems to management
Contractor & Supplier Coordination
Coordinate changeover scheduling and logistics with the cleaning and changeover team
Liaise with maintenance contractors and inspectors, ensuring work is scheduled and completed on time
Waste Management Coordination
Coordinate waste and recycling routines across the portfolio, ensuring bin collection schedules are accurate and communicated to the changeover team
Monitor that bins are emptied correctly between guest changeovers and on scheduled collection days
Flag and chase any missed collections, overflow issues, or bin-related guest complaints
Develop and maintain property-specific waste management routines and ensure all team members are briefed accordingly
Supply Coordination
Coordinate supply needs across all properties: consumables, cleaning products, bin liners, linen, toiletries, and any property-specific requirements
Monitor supply levels and coordinate reordering before stock runs low
Ensure supplies are delivered to the correct properties at the right time, liaising with the changeover team on what is needed
Think strategically about cost efficiency and standardisation of supplies across the portfolio
Owner & Guest Support
Support owner communication where required, ensuring owners are kept informed of property issues and maintenance updates
Assist with guest escalations that require operational input beyond standard VA handling
WHAT WE'RE LOOKING FOR
Essential
Strong organisational and coordination skills: able to manage multiple moving parts simultaneously without dropping the ball
Experience using Google Drive, Excel/spreadsheets, and WhatsApp in a professional setting
Experience using a channel manager or property management software (Boom, Hostaway, Guesty, or similar)
Confident communicator: written and verbal: with the ability to manage remote teams effectively
A self-starter who takes ownership of their role and doesn't wait to be told what to do
Ability to think critically and make decisions independently within agreed parameters
Full driving licence and willingness to travel across Scotland (and occasionally England) for property visits
Beneficial
Experience in short-term rental, property management, or hospitality operations
Familiarity with AI tools such as Claude or ChatGPT
Experience using project management or CRM software (ClickUp, HubSpot, or similar)
Experience using Outlook or similar email management systems
Previous supervisory or team leadership experience
WHAT WE OFFER
Salary of £30,000 – £38,000 per annum, depending on experience
Monday to Friday, 9am – 5pm, with flexibility for travel
A role with real responsibility and genuine growth potential
Clear progression pathway: for the right person, this role develops into an Operations Manager position
A fast-paced, entrepreneurial environment where your contribution is visible and valued
PROBATIONARY PERIOD
This role includes a six-month probationary period. The position is fully office-based at Host Connect HQ, Greenock.
HOW TO APPLY
Please send your CV and a short covering note explaining why you're the right person for this role to:
[email protected]
We're looking for someone who can start in late August 2026. Early applications are strongly encouraged.
Host Connect Property Management Ltd | Company No. SC847856 | Host Connect HQ, Unit 21 Lynedoch Industrial Estate, Greenock, PA15 4AX | 01475 648800
Pay: £30,000.00-£38,000.00 per year
Benefits:
- Casual dress
- Company pension
- Employee mentoring programme
- On-site parking
Licence/Certification:
- driving licence (required)
Work Location: In person
