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For Companies At a Glance
- Tasks: Manage and optimise workflows for a smooth operational ecosystem at Big Bear Vacations.
- Company: Join a dynamic team at Big Bear Vacations, focused on short-term rental management.
- Benefits: Flexible hours, collaborative environment, and opportunities for professional growth.
- Why this job: Be the driving force behind efficiency and innovation in a fast-paced setting.
- Qualifications: Expertise in CRM, project management, and strong communication skills required.
- Other info: Work closely with all departments to enhance productivity and streamline processes.
The predicted salary is between 36000 - 60000 £ per year.
POSITION SUMMARY
This role is 100% focused on building, improving, and managing the entire ecosystem for Big Bear Vacations. You will be the internal expert for everything related to CRM, dashboards, automations, workflows, task tracking, and cross-department project flow. Your mission is simple: Make every department run smoother, faster, and more organized by optimizing. This person partners daily with Housekeeping, Maintenance, Laundry, Owner Relations (OAMs), Marketing, Remote Ops, Accounting, and Leadership to make sure every workflow is clean, efficient, and fully aligned with our operational goals.
KEY RESPONSIBILITIES
- System Ownership
- Serve as the primary admin and builder for all boards, dashboards, views, and automations.
- Maintain internal standards for naming conventions, folder structures, workflows, and user permissions.
- Troubleshoot issues, errors, or broken workflows immediately.
- Workflow & Automation Design
- Build new automated processes for each department based on their needs.
- Simplify complex processes into clear, repeatable workflows.
- Reduce manual work by creating strong automations, forms, integrations, and templates.
- Ensure everything built ties into our CRM and project-management structure.
- Department Support & Optimization
- Meet regularly with department leads to understand bottlenecks and workflow issues.
- Turn those needs into solutions that increase efficiency and reduce mistakes.
- Help teams adopt new processes by providing training, documentation, and quick guides.
- Audit how teams are using their boards and fix inefficiencies.
- Project Flow Management
- Oversee project pipelines to ensure tasks move correctly through all stages.
- Flag stuck items, missing owners, or overdue deadlines and drive accountability.
- Maintain the overall visibility of project progress across departments.
- CRM Management
- Maintain and improve the CRM used for owners, leads, acquisitions, and communication.
- Ensure data accuracy and build automations that reduce manual updates.
- Work directly with leadership to support any sales/owner relations workflows.
- Reporting & Dashboards
- Build clean dashboards for leadership, department heads, and day-to-day users.
- Create visibility into KPIs, workload, SLAs, and performance.
- Ensure reporting pulls accurate data from the right boards.
- Training & Process Documentation
- Lead onboarding/training sessions for new hires and departments adopting new workflows.
- Create simple SOPs and cheat sheets for how boards should be used.
- Make sure the whole company knows "the way" — one single operational system.
REQUIRED SKILLS & EXPERIENCE
Expert-level experience (CRM + Project Management). Strong understanding of automations, integrations, dashboards, and advanced formulas. Experience working with multiple operational departments. Ability to translate messy, real-world workflows into clean, automated structures. Comfort training teams and leading group sessions. Organized, detail-oriented, and able to manage multiple active projects.
IDEAL PERSONALITY FIT
Loves building systems and solving operational problems. Thrives on making teams more efficient. Proactive and always looking for the next improvement. Fast learner with strong communication skills. Enjoys working with data and connecting details across departments.
WORK ENVIRONMENT
Reports directly to the COO. Works closely with all department heads. Fully embedded in the environment every day. Contract duration of more than 6 months with 30 hours per week.
Mandatory skills: Communications, Administrative Support, Data Entry
Specialist for Short-Term Rental Management employer: FreelanceJobs
Contact Detail:
FreelanceJobs Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Specialist for Short-Term Rental Management
✨Tip Number 1
Get to know the company inside out! Research Big Bear Vacations, their values, and their operations. This will help you tailor your conversations and show that you're genuinely interested in making their workflows smoother.
✨Tip Number 2
Network like a pro! Connect with current employees on LinkedIn or attend industry events. Building relationships can give you insider info and might even lead to a referral, which is always a bonus!
✨Tip Number 3
Prepare for the interview by thinking about how your skills can directly improve their systems and workflows. Be ready to share specific examples of how you've optimised processes in the past – this will make you stand out!
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen by the right people. Plus, it shows you’re serious about joining the team at Big Bear Vacations.
We think you need these skills to ace Specialist for Short-Term Rental Management
Some tips for your application 🫡
Show Off Your Skills: Make sure to highlight your experience with CRM and project management in your application. We want to see how you've tackled similar challenges before, so don’t hold back on those examples!
Tailor Your Application: Take a moment to customise your application for this role. Use the job description as a guide and align your skills and experiences with what we’re looking for. It shows us you’re genuinely interested!
Be Clear and Concise: When writing your application, keep it straightforward. We appreciate clarity, so avoid jargon and get straight to the point about your achievements and how they relate to the role.
Apply Through Our Website: Don’t forget to submit your application through our website! It’s the best way for us to receive your details and ensures you’re considered for the role. We can’t wait to hear from you!
How to prepare for a job interview at FreelanceJobs
✨Know Your Systems Inside Out
Before the interview, make sure you’re well-versed in CRM and project management systems. Familiarise yourself with common automations and workflows that are relevant to the role. This will not only show your expertise but also demonstrate your proactive approach to understanding the tools you'll be using.
✨Prepare for Workflow Challenges
Think about potential bottlenecks or inefficiencies that could arise in a short-term rental management context. Be ready to discuss how you would identify and solve these issues. This shows that you can think critically and are prepared to optimise processes from day one.
✨Showcase Your Training Skills
Since training is a key part of the role, come prepared with examples of how you've successfully trained teams in the past. Highlight any materials or SOPs you’ve created. This will illustrate your ability to communicate effectively and ensure everyone is on the same page.
✨Demonstrate Your Organisational Skills
Be ready to discuss how you manage multiple projects and keep everything organised. Share specific strategies or tools you use to maintain visibility across departments. This will reassure them that you can handle the demands of the role and keep everything running smoothly.
