Onboarding coordinator and Admin

The Property Onboarding Coordinator & Administrator is responsible for coordinating and supporting the onboarding process of new properties under the Holiday Homes program. The role focuses on inspection assessment, quotation generation, onboarding

documentation, permit coordination, administrative support, scheduling, stakeholder communication, and client relations.

The position acts as a central point of coordination between Business Development, Owner Support, Maintenance, Interior Design, Procurement, Housekeeping, Revenue Management, Listing, Operations, building management, and external service providers to ensure onboarding activities are arranged efficiently and all required documentation and approvals are completed in a timely manner.

Key Responsibilities

1. 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.