Onboarding & Compliance Specialist
mySTAYINN
Edinburgh (with occasional travel)
We’re a fast-growing short-term rental management company operating across Scotland, and we’re looking for a detail-oriented, organised person to join our team in a role that sits at the heart of how we bring new properties to life — and keep them compliant.
This is a varied, important position that combines client onboarding with licensing and compliance management. You’ll work closely with our sales, property, and operations teams, and you’ll be one of the key people our clients interact with as they join us.
What You’ll Be Doing
Onboarding
- Manage the full onboarding journey for every new property, from signed contract through to go-live
- Send, manage, and chase Owner Onboarding Forms and ensure all client details are collected accurately
- Create and issue management agreements and follow up until fully signed
- Coordinate the Property Manager’s first visit and ensure the property is clean, staged, and photography-ready
- Arrange professional photography at the right time — once the property is fully prepared
- Liaise with owners, contractors, and internal teams to arrange any pre-go-live requirements (utilities, certificates, access)
- Maintain and update the Master Onboarding Sheet and all relevant internal records throughout the process
- Provide a complete handover pack to all departments before a property goes live
- Ensure no property goes live until every item on the pre-go-live checklist is fully signed off
Licensing & Compliance
- Identify the correct licensing requirements for each property based on its location and type
- Prepare, complete, and submit Short-Term Let (STL) licence applications for new and existing clients
- Manage the full application process — chasing progress, liaising with councils, and keeping clients informed
- Ensure licence fees are paid and notify our accounts team with full reconciliation details
- Track and manage licence renewals across the entire portfolio so nothing lapses
- Maintain an organised, up-to-date record of all certificates, licences, and compliance documents
- Summarise licence status clearly for internal teams and clients when required
- Flag any compliance risks or delays promptly to the relevant manager
General
- Keep all internal systems, sheets, and records updated in real time — if it’s not in the system, it doesn’t exist
- Produce onboarding status reports for company owners when requested
- Communicate proactively with clients, keeping them informed and reassured throughout the process
- Support continuous improvement of onboarding processes and compliance tracking
What We’re Looking For
- Highly organised with excellent attention to detail — you notice what others miss
- Strong ability to manage multiple properties, tasks, and deadlines simultaneously without dropping the ball
- Confident and professional communicator, both written and verbal — with clients, councils, and colleagues
- A proactive, self-starting attitude — you chase things down rather than waiting to be chased
- Comfortable working with forms, spreadsheets, trackers, and internal systems
- Calm under pressure and able to prioritise effectively when things get busy
- A team player who communicates clearly and keeps the right people informed
- Previous experience in property management, lettings, admin, compliance, or a coordination role
- Experience with or knowledge of Scottish Short-Term Let licensing is a strong advantage
- Familiarity with property management software or CRM tools is a plus
- A genuine interest in doing things properly — you take pride in getting it right
What You’ll Get
- A varied, meaningful role at the centre of a growing business
- A supportive, close-knit team with real opportunity to grow with the company
- Competitive salary dependent on experience
- The satisfaction of seeing properties go from contract to live — and knowing you made it happen
If you’re someone who takes pride in getting things right and thrives in a role where no two days are the same, we’d love to hear from you.
Pay: £28,000.00 per year
Benefits:
- Company pension
- Employee discount
- Health & wellbeing programme
- Private medical insurance
Work authorisation:
- United Kingdom (required)
Location:
- Edinburgh EH2 3ES (required)
Work Location: In person
