Job Description: Operations Associate – Luxury Villa Rental Portfolio

Position Title: Operations Associate
Department: Operations
Location: London Holborn
Reports to: Assistant Operations Manager

Overview:
The Operations Associate is a key role responsible for overseeing and managing the back-of-house operations of a luxury villa rental portfolio. This role will ensure efficient operations, manage property OS&E (Operating Supplies & Equipment) stock levels, logistics and perform necessary administrative tasks. The ideal candidate will be detail-oriented, proactive, and capable of maintaining high operational standards in a luxury environment. The ideal candidate will have experience working within luxury hospitality with a deep understanding of all aspects of luxury villa/chalet operations.

Key Responsibilities:

Back-of-House Operations Management:

• Provide administrative support to the operations team and assist with day-to-day operations.

• Attend daily calls and meetings, keep track of the outstanding tasks and assignments, and follow up with relevant teams and colleagues promptly.

• Proactively follow up on various outstanding tasks/issues.

• Assist with preparing high quality presentations for homeowners, corporate office & operations team.
• Ensure smooth and efficient operations behind the scenes, focusing on inventory management, supplies, and maintenance schedules.
• Coordinate with property teams to ensure seamless operations.
• Alongside the operations team, oversee the setup and readiness of villas for guest arrivals, ensuring each property meets the company’s luxury standards.
• Assist with preparing training materials, arranging the staff training for new teams, and refreshing training for existing teams

Property OS&E Management & Logistics:

• Maintain accurate records of OS&E stock levels for all properties in the portfolio (e.g., linens, toiletries, etc.).
• Regularly monitor and replenish stock, ensuring all properties have the necessary supplies for a high-end guest experience.
• Liaise with suppliers to ensure timely delivery of goods and negotiate pricing and contracts when necessary.
• Conduct regular audits of OS&E inventory to ensure items are in good condition and stock levels are aligned with demand.

Property Checklists & Compliance:

• Develop, maintain, and update detailed property checklists, covering all areas of the villa including cleanliness, maintenance, guest amenities, and safety.
• Perform inspections to ensure that all properties meet quality standards.

Vendor and Supplier Relationship Management:

• Establish and maintain relationships with vendors, suppliers, and service providers (e.g., Luxury amenities, couriers, linen suppliers).
• Assist with the purchasing and logistics of sending branded amenities to all properties, liaising with suppliers, warehouses, customs and property teams
• Regularly evaluate vendor performance and manage the procurement of goods/services for all villas.

Guest Experience Support:

• Assist the Guest Experience Manager to ensure that all guest requests or special requirements are fulfilled in a timely manner.
• Assist in the preparation of villas for guest arrivals, ensuring each property is stocked and serviced according to guest preferences.
• Assist the Operations team with dealing with any issues that arise during the peak rental season
• Assist the Guest Experience Manager in handling concierge requests and preparing client-facing itineraries

Reporting and Documentation:

• Ensure property information, health & safety audit, and inventory checklists for all properties are complete and up to date. Follow up with relevant teams and property managers/owners on outstanding matters
• Generate reports on stock levels, replenishment needs, and operational performance for upper management.

Qualifications and Skills:

Education:

• A degree in hospitality management, business, or a related field is preferred.

Experience:

• Minimum 3 years of experience in operations, hospitality management, or property management, ideally within the luxury sector.
• Experience in managing inventory, property checklists, and back-of-house operations in a high-end environment is highly desirable.

Skills and Competencies:

• Strong organizational and time-management skills, with the ability to prioritize tasks efficiently.
• Excellent attention to detail and ability to maintain high operational standards.
• Strong communication skills, both written and verbal, to liaise effectively with property teams, guests, and management.
• Ability to work independently and handle multiple tasks under pressure.
• Proficient in Microsoft Office Suite (Excel, Word, Outlook).

Personal Attributes:

• A proactive, problem-solving attitude with a focus on improving operational processes.
• Ability to adapt quickly in a fast-paced, luxury hospitality environment.
• Strong interpersonal skills and the ability to collaborate with diverse teams and stakeholders.
• High level of professionalism and discretion, particularly in dealing with sensitive or confidential information.

Working Conditions:

• The role will require you to work from the London Holborn office a minimum of 3 days per week.
• The role may require occasional travel to properties within the portfolio.
• The position may involve working the occasional evening, weekend, or public holiday, especially during the peak summer season.
• Physical ability to occasionally inspect properties and inventory.

Additional Notes:
This is a full-time position offering a competitive salary and benefits package, including potential bonuses tied to operational performance