Operations & Systems Assistant – Breezeway, HubSpot

This is a fully remote position, open to applicants anywhere in the world.

📋 Description

• Assess, organize, configure, and enhance the current Breezeway setup.

• Develop and refine templates for housekeeping, inspections, and maintenance tasks.

• Create standardized operational checklists tailored to various property types.

• Compile property-specific instructions, notes, and operational details.

• Set up recurring tasks and operational schedules.

• Evaluate task assignments, priorities, workflows, task creation, monitoring, and completion.

• Implement task automation and operational triggers where applicable.

• Standardize task names, categories, and descriptions.

• Identify gaps in checklists, redundant tasks, and inefficient workflows.

• Enhance quality control and inspection processes.

• Conduct tests on configurations prior to implementation.

• Document procedures to enable the internal Operations team to manage the system independently.

• Create, modify, organize, and maintain articles in the HubSpot Knowledge Base.

• Structure content into coherent categories and sections.

• Transform existing documentation into standardized SOPs.

• Review articles for outdated or duplicate information, enhancing titles, readability, organization, and consistency.

• Maintain documentation for operational processes, guest services, housekeeping, maintenance, and other departments.

• Collaborate with department managers to acquire missing or updated procedures.

• Organize operational data and documentation efficiently.

• Monitor assigned tasks, deadlines, deliverables, completed work, and outstanding improvements.

• Provide weekly updates on progress.

• Identify challenges and propose practical enhancements.

• Conduct quality checks before finalizing work.

• Collaborate with Operations and Management teams.

• Assist with additional software configuration and administrative projects as required.

⛳️ Requirements

• Demonstrated hands-on experience with Breezeway, ideally in vacation rentals or property management.

• Familiarity with HubSpot or other knowledge management or documentation platforms.

• Understanding of housekeeping, maintenance, inspections, and property operations.

• Experience in creating operational checklists, workflows, and standard operating procedures (SOPs).

• Exceptional attention to detail and organizational capabilities.

• Strong problem-solving skills.

• Excellent proficiency in written English.

• Ability to work autonomously and adhere to detailed instructions.

• Comfortable with remote collaboration and task management tools.

• Previous experience with a vacation rental management company is preferred.

• Familiarity with Guesty, Hostaway, or similar property management systems is preferred.

• Experience in configuring task automation and recurring operational workflows is preferred.

• Experience in organizing operational systems for companies managing 50 or more properties is preferred.

• Familiarity with HubSpot CRM, Basecamp, and Google Workspace is preferred.

• Experience supporting distributed housekeeping and maintenance teams is preferred.

🏝️ Benefits

• Part-time freelance arrangement.

• Remote work opportunity available worldwide.

• Up to 20 hours of work per week.

• Flexible working hours.

• Availability for scheduled team meetings.