Onboarding coordinator and Admin

Overview

• Property Onboarding Coordination

• Coordinate the onboarding process for newly acquired properties from initial inspection request through onboarding completion.
• Assign inspectors and coordinate property inspections based on onboarding requests received from the Business Development team.
• Schedule and coordinate onboarding-related activities, including inspections, maintenance visits, furnishing installations, cleaning services, photography sessions, and access arrangements.
• Coordinate with internal departments and external service providers to facilitate onboarding activities.
• Maintain onboarding schedules and ensure relevant stakeholders are informed of upcoming activities and requirements.
• Assist with the preparation and coordination of property handovers to Operations.

2. Inspection Assessment & Quotation Generation

• Review and assess inspection reports to identify onboarding requirements, missing items, maintenance requirements, furnishing requirements, and operational setup needs.
• Analyze inspection findings and determine the scope of furniture, inventory, maintenance works, consumables, appliances, and services required for onboarding.
• Prepare onboarding, setup, furnishing, inventory, and interior design quotations based on inspection findings and company standards.
• Ensure all requirements identified during inspections are accurately reflected in quotations.
• Coordinate with Interior Designers, Maintenance, Procurement, and other relevant departments to obtain information required for quotation preparation.
• Submit quotations within established company timelines.
• Follow up on quotation approvals and communicate approved requirements to relevant stakeholders.
• Maintain accurate records of all quotations, revisions, approvals, and supporting documents.

3. Documentation & Administrative Management

• Prepare, collect, organize, and maintain onboarding-related documentation.
• Ensure onboarding forms, agreements, approvals, permits, inspection reports, and project records are complete and accurately maintained.
• Maintain project information within PMS, ClickUp, Google Workspace, and other company systems.
• Archive quotations, inspection reports, approvals, permits, invoices, photographs, and project documentation in accordance with company procedures.
• Generate onboarding reports, trackers, and administrative records as required.
• Ensure compliance with company documentation standards and filing requirements.
• Support the onboarding team with general administrative tasks related to property onboarding projects.

4. Permit, Compliance and; Property Access Coordination

• Coordinate applications and submissions for DET permits and other required approvals.
• Arrange move-in permits, move-out permits, NOCs, contractor access permits, and building management approvals where required.
• Coordinate with building management, facility management companies, developers, and utility providers regarding onboarding requirements.
• Track the status of permits, approvals, and applications and maintain related records.
• Coordinate the collection and tracking of keys, access cards, parking cards, and other property access requirements.
• Ensure all required onboarding documentation is available for permit and access applications.

5. Internal Coordination and Communication

• Coordinate with Business Development, Owner Support, Maintenance, Housekeeping, Interior Design, Procurement, Revenue Management, Listing, Reservations, Customer Support, and Operations teams.
• Facilitate communication between departments regarding onboarding requirements, approvals, schedules, documentation, and project updates.
• Communicate project-related information, updates, and requirements to relevant stakeholders.
• Follow up on pending documentation, approvals, permits, and onboarding requirements.
• Escalate unresolved administrative issues, missing information, or documentation delays to the appropriate stakeholders.

6. Task & Schedule Coordination

• Coordinate schedules for inspectors, maintenance teams, housekeeping teams, drivers, contractors, photographers, and service providers involved in onboarding activities.
• Arrange appointments and access requirements for onboarding-related works.
• Ensure assigned teams receive the necessary information, schedules, and property access details.
• Maintain onboarding schedules and update stakeholders regarding planned activities and schedule changes.
• Coordinate site access and attendance requirements for onboarding-related activities.

7. Route Optimization & Operational Efficiency

• Plan and optimize schedules and routes for inspectors, drivers, maintenance personnel, housekeeping teams, and contractors.
• Consolidate locations and assignments to improve operational efficiency and reduce unnecessary transportation costs.
• Coordinate resources effectively to support onboarding activities.

8. Project Administration Support

• Communicate approved onboarding requirements to relevant departments.
• Maintain project records and onboarding documentation throughout the onboarding process.
• Prepare project status reports, trackers, and administrative updates as required.
• Provide administrative support to the Project Manager and onboarding team.
• Ensure all onboarding documentation is properly completed and filed prior to project handover.

9. Final Inspection & Reporting Support

• Participate in final inspections and property readiness assessments as assigned.
• Document observations, deficiencies, and outstanding items identified during final inspections.
• Prepare and distribute final inspection reports to the Project Manager and relevant departments.
• Maintain records of inspection findings and related project documentation.
• Assist in scheduling final inspections and coordinating attendance of relevant stakeholders.

10. Client Relations - Interior Design Projects

• Serve as the primary point of contact for clients requesting interior design services outside the Holiday Homes program.
• Coordinate communication between clients and the Interior Design team.
• Follow up on client inquiries, quotations, approvals, documentation, and project updates.
• Schedule meetings and facilitate communication between clients and project stakeholders.
• Maintain records of client communications and project documentation.
• Ensure a professional and positive client experience throughout the project lifecycle.

Requirements

• Minimum 2 years of experience in property management, hospitality, administration, project coordination, real estate, or a related field.
• Strong administrative, organizational, and coordination skills.
• Experience reviewing inspection reports and preparing quotations.
• Strong written and verbal communication skills.
• Excellent attention to detail and accuracy.
• Proficiency in Google Workspace, ClickUp, PMS systems, Microsoft Office, and project management software.
• Ability to manage multiple priorities and deadlines simultaneously.
• Knowledge of property onboarding processes, permits, and holiday home operations is an advantage.