Property Specialist

Encompass Ltd. (Property Management) needs a full-time Property Specialist. This person plays a critical role in facilitating communication between homeowners and potential rental guests. The primary objective is to ensure efficient, thorough, and timely communication to enhance guest experiences and increase rental conversion rates.

Main duties and responsibilities of this position include the following

• Communication (Email, Phone Calls, Texts, WhatsApp Messages)

a. Promptly respond to all inquiries (from homeowners, potential guests, colleagues, etc.) within the same business day where possible. b. For communications received outside of regular business hours, ensure responses are provided within 24 hours. c. In the event of more time-sensitive communication, such as emergencies, critical maintenance, and issues related to guest comfort/satisfaction, these need to be addressed urgently and expeditiously followed through to resolution. d. Regularly check emails throughout the day to ensure no communication is missed e. Ensure that all communication loops are closed efficiently. This involves not only executing the tasks but also providing regular status updates and setting clear expectations about completion timelines

• Booking and Inquiries Management

a. Efficiently manage and organize booking inquiries, prioritizing based on urgency and potential conversion. b. Maintain accurate, up-to-date rental calendars and book information across all platforms and internal systems. This includes ensuring that all online booking calendars, published rates, internal schedules, and booking records are consistently updated, fully synchronized, and error-free always. c. Create and maintain accurate booking worksheets and documentation as needed, ensuring all relevant details are captured and easily accessible. d. Ensure that all guest booking payments are collected and processed in accordance with the agreed payment schedule. e. Actively communicate with guests regarding upcoming payment deadlines, providing clear instructions for payment procedures, confirming payments received, managing credit card holds, and coordinating the return of deposits. f. Ensure that the janitorial team has a minimum of 60-day advance forecast of upcoming reservations. g. Adherent to all pre-arrival communication timelines for bookings

• Expectations

a. Be proactive in managing and anticipating the needs of both homeowners and potential guests. b. Continuously strive to improve the efficiency and quality of communication and record keeping processes. c. Demonstrate meticulous attention to detail in following up on tasks and inquiries. Proactively manage financial transactions related to bookings to ensure a smooth and reliable payment process for every guest. d. Display a proactive approach in managing property conditions, swiftly addressing any issues to prevent negative impacts on guest experiences. e. Maintain organized records of all property inspections, inventories, and maintenance activities, ensuring information is up-to-date and easily accessible The role is intended to operate as a hybrid position combining in-office responsibilities, field-based responsibilities, and remote administrative work where appropriate. Generally, weekdays are expected to begin in the Encompass office for approximately the first half of the day in order to address rental operations, administrative tasks, team coordination, and other company-related matters requiring in-person collaboration. Afternoons may involve field-related responsibilities such as property inspections, client meetings, maintenance coordination, showings, and other operational duties as required. Outside of those in-office and field responsibilities, the Employee may work remotely for duties that can reasonably be performed via telephone and computer, subject always to operational requirements, responsiveness expectations, and the needs of the business. The Employer reserves the right to reasonably adjust scheduling and in-office requirements from time to time based on operational needs.

Requirements, qualifications, experience, and skills include the following

• A minimum of 3-5 years of experience relevant to the role is required. The role includes variable scheduling, which will require work during evenings and weekends as operational demands dictate. While the schedule offers flexibility, we ask that your general availability for communication and task requests ideally aligns with standard Cayman Islands business hours (Monday through Friday, 8:00 a.m. – 5:00 p.m.), so you can easily connect with the team and respond as needs arise. A quiet office environment for taking and placing calls. Must not have kids, pets, construction, or other noises in the background. 10+ Mbps high speed internet connection at minimum but prefer 15 Mbps or more. A work computer will be supplied running Windows 11 Pro or newer. It must have at least 8 GB of RAM and 256 GB of free hard drive space.
• Education Requirement: Technical/Vocational Certificate related to Property Management

Salary: KYD$66,000 to CI$78,000 per annum, working 45 hours per week. Benefits as deemed by law. Health Insurance is 100% covered by the employer. Interested applicants can send their resume to: cbrenton@encompasscayman.com