Relief Property Manager Concierge

• assists in overseeing the property maintenance and repairs, ensuring all properties are well-maintained
• Coordinate with vendors and contractors for property inspections and necessary services
• Handle guest inquiries and issues related to property management in the absence of primary managers
• Maintain accurate records of property status, maintenance schedules, and owner communications
• Conduct regular property visits to ensure compliance with property management standards
• assists the reservations team in managing bookings, inquiries, and guest communication
• Help coordinate check-ins and check-outs, ensuring a smooth experience for guests
• Provide on-site support during peak rental periods in conjunction with the reservation’s specialist and property manager, addressing guest needs and concerns promptly
• Assist marketing with holiday rental listings, including updating listing descriptions and amenities on Barbados Sotheby’s International Realty Website and online portals
• Collaborate with the property manager/housekeeping team to ensure properties are prepared for incoming guests
• Assist in collecting feedback and reviews from the guests about their experience and any plans to revisit Barbados for potential re-booking
• performs administration tasks efficiently according to the Core Standards, Service Quality Standards, Complaints Management Procedure, and Service Recovery Strategies, including answering telephone calls, responding to e-mails, and maintaining all filing systems
• ensures the uniform standard is upheld by all BSIR employees and that scheduled uniform ordering and fitting is coordinated in collaboration with the Manager - Property Management
• attends and actively participates in meetings with the Manager – Property Management to assess and discuss the quality of the BSIR product offering
• prepares weekly rosters for Housekeepers and Service Providers (where applicable), ensuring strict control of overtime following the approval process, authorises payroll sheets (where necessary), and makes records of absences and holidays
• builds a referral base of all who have the potential to generate business leads for BSIR and maximizes the conversion process to enable increased sales
• Property statements are checked biweekly on the online Property Management System (PMS), and the Accounts department is notified when there are errors or omissions
• Property account balances are monitored to ensure that a minimum of three (3) months’ operational expenses are held on property owners’ accounts, and a notification is sent to owners advising of low/insufficient funds
• Invoices are submitted for payment to the Property Accountant no later than noon on Wednesdays
• Payroll details are approved and submitted to the Accounts department by noon on each Friday
• Property budgets and running costs are reviewed continually while looking at ways to improve service, whilst keeping to or reducing the budget
• Financial management tasks, such as assisting the Accounts department with preparing the annual property budget and forecasting activities, are completed to achieve the agreed performance
• attends all scheduled departmental meetings for Rentals and Property Management
• All Guest Reservation-related material is reviewed and updated regularly in coordination with the Manager of Sales, Rentals, and Marketing
• Feedback, issues, and suggestions are provided and discussed to be resolved as quickly as possible or implement any changes to make the department function better and provide superior service to our clients
• Individual arrival reports (detailing specific arrival information per reservation, guest information, specific requests, and incidental information) are prepared, and all relevant information is sent to the property manager before the guest's arrival (2 weeks in winter/1 week in summer)
• Welcome Packs are prepared for all arrivals with approved marketing material and requesting appropriate welcome gifts
• Same-day arrival reports are sent to the Rentals Accounting Officer
• Weekly guest arrival and owner arrival reports (showing an overview and basic details of expected BSIR arrivals for the upcoming months) are completed and sent to all Property Managers and the Reservations Team
• All invoices for services provided are reviewed and approved to complete incidental bills that are presented to guests and owners
• All commission income is reviewed and tabulated monthly to be presented to the Manager - Sales, Rentals, Marketing, Manager - Finance and Operations, and Company Supervisor

• A bachelor’s degree or diploma in real estate management, hotel management, Property/Facilities Management, Business Administration, or another related field from an accredited institution
• A minimum of three (3) years’ work-related experience in guest services and/or hospitality or previous experience in property management, hospitality, or real estate
• Proficient in property management software (e.g., property inspection) and booking systems (e.g., RDP, VMS, and online portals)
• Must possess his/her motor vehicle, a valid Barbados driving license (and a clean driving record), as well as a valid Police Certificate of Character
• Must possess high computer literacy skills and in-depth knowledge of standard office software applications and social media platforms
• Outstanding interpersonal and communication skills (i.e., listening, oral, and written)
• Strong research, negotiation, multi-tasking, persuasive, problem-solving, and analytical skills
• Ability to use initiative and work with minimal supervision
• Ability to work under pressure and perform job functions with accuracy and speed, while paying a high level of attention to detail
• Has strong creative awareness of the villa sector and can apply it in the contribution towards the creation and publication of marketing collateral
• Must be accountable and possess high levels of integrity, confidence, and resilience
• Ability to interact with and possess a general understanding of culturally diverse clients from various markets
• Ability to be flexible (to work on weekends, holidays, and overtime)

the ability to speak a foreign language would be an asset