Operations Virtual Assistant

About The Company

BeachBox Vacation Rentals is a growing vacation rental management company overseeing 200+ vacation rental homes along the Texas Gulf Coast. Our Operations team is responsible for making sure every home is clean, prepared, and guest-ready for every stay.

This is an ideal role for someone who enjoys staying organized, working with multiple moving pieces, communicating with different teams, and catching small issues before they become bigger problems.

Position Overview

The Operations VA will serve as an important administrative support resource for the Operations team. The role will focus on monitoring daily operations through Breezeway and other communication platforms, maintaining schedules and records, coordinating routine issues with cleaners and inspectors, and assisting with ongoing operational projects.

The ideal candidate is organized, detail-oriented, proactive, comfortable working independently, and an excellent communicator.

The Operations VA must be available and responsive during scheduled hours, particularly when handling same-day cleaning changes, inspector issues, schedule adjustments, and other time-sensitive operational needs.

Key ResponsibilitiesDaily Operations & Breezeway Support

• Conduct daily Breezeway audits to ensure cleaning tasks and work orders are being properly completed.
• Review upcoming cleaning schedules and identify homes that require attention.
• Monitor cleaning work orders daily to ensure homes are assigned and being cleaned as scheduled.
• Identify missing, delayed, incomplete, or problematic work orders and communicate with the appropriate team.
• Monitor inspector tasks and issues and help dispatch information to the appropriate cleaning team or Operations team member.
• Follow up on outstanding issues to ensure they are addressed.
• Assist with routine scheduling adjustments and last-minute operational changes.

Cleaning Team Coordination

• Help maintain and monitor cleaner and inspector schedules.
• Communicate cleaning schedule changes, updates, and operational needs to cleaning teams.
• Help coordinate routine issues between cleaners, inspectors, and the Operations team.
• Monitor communication channels and ensure important information reaches the correct person or team.
• Assist with identifying homes or cleaning teams that may require additional follow-up.

Communication & Channel Management

• Monitor Slack channels for 18+ cleaning and operations groups.
• Ensure important messages, schedule changes, questions, and issues are acknowledged and routed appropriately.
• Help keep communication organized and prevent important operational information from being missed.
• Communicate professionally and clearly with cleaning partners, inspectors, and internal team members.

Administrative Support

• Assist with weekly cleaner invoices.
• Assist with monthly cleaning work order audits.
• Maintain accurate records and spreadsheets using Google Sheets.
• Assist with tracking operational information, follow-ups, and outstanding items.
• Help with special projects and administrative tasks as assigned by the Director of Operations or Operations Specialist.

Problem Solving & Follow-Up

• Identify operational issues before they become larger problems.
• Resolve routine issues independently when appropriate.
• Escalate issues that require management involvement to the Director of Operations or Operations Specialist.
• Follow through on open issues rather than simply passing them along.
• Help ensure daily operational tasks are completed accurately and on time.

What We’re Looking ForRequired

• Excellent written and verbal communication skills.
• Strong organizational and time-management skills.
• Strong Google Sheets skills.
• High attention to detail.
• Ability to manage multiple tasks and priorities at the same time.
• Comfortable working independently in a remote environment.
• Reliable and responsive during scheduled working hours.
• Comfortable communicating with cleaners, inspectors, and internal team members.
• Ability to identify problems, determine the appropriate next step, and follow through.
• Must be available to work weekends.

Preferred

• Previous vacation rental, hospitality, property management, or short-term rental experience.
• Experience with Breezeway, Besty, or similar property operations software.
• Experience coordinating cleaning teams or contractors.
• Experience with Slack, or similar communic…