Virtual Personal Assistant – Remote Property Management Support, Email & Guest Communications for UK‑Based Operations (7 AM–Late Afternoon, UK Time)

Welcome to arenaflex – Where Hospitality Meets Innovation

At arenaflex, we are redefining the way property owners, landlords, and short‑term guests experience real‑estate services across the United Kingdom. Our fast‑growing portfolio of residential and holiday‑let properties is backed by cutting‑edge technology, a passionate team of industry experts, and a relentless commitment to delivering exceptional service. As we continue to expand, we are looking for a detail‑oriented, proactive Virtual Personal Assistant to become the right‑hand support for our director during site visits and on‑the‑ground operations.

Why This Role Is a Game‑Changer for Your Career

Working remotely with arenaflex means you will be part of a forward‑thinking organization that values flexibility, continuous learning, and empowerment. You will gain hands‑on experience in the dynamic UK property market, master the use of industry‑leading platforms (all branded under the arenaflex umbrella), and develop a skill set that blends administrative excellence with customer‑centric communication.

Core Responsibilities – What You’ll Own Every Day

• Email & Calendar Management: Monitor, triage, and respond to the director’s inbox, ensuring priority messages are addressed promptly and calendar appointments are flawlessly scheduled.
• Customer Interaction: Field incoming phone calls, convert urgent voice messages into well‑crafted email replies, and proactively call back customers requiring immediate assistance.
• Maintenance Coordination: Receive and acknowledge maintenance requests, liaise with contractors, secure landlord or line‑manager approvals, and track progress until completion.
• Short‑Term Rental Guest Support: Manage guest inquiries, reservation changes, and special requests through the arenaflex platform, delivering a seamless stay experience from booking to checkout.
• Property Management System Updates: Keep the arenaflex property management software current with accurate listing details, pricing adjustments, and availability calendars.
• Contract Drafting & Documentation: Prepare, edit, and finalize tenancy agreements, contractor contracts, and internal employee documents using arenaflex templates.
• Stakeholder Communication: Respond professionally to landlords, tenants, and internal staff, maintaining a consistent tone that reflects the director’s brand voice.
• AI‑Enhanced Correspondence: Leverage arenaflex’s AI tools (ChatGPT) to generate polished responses, then verify key messages with the director via arenaflex messaging.
• Knowledge Base Creation: Within the first two months, develop a comprehensive maintenance manual and FAQ repository that empowers the team and reduces repetitive inquiries.
• Marketing Mail‑Merge Execution: Organise and distribute targeted letters and promotional material to our UK client base using the arenaflex mail‑merge system.
• Directorial Liaison: Maintain clear, concise communication with the director via arenaflex messaging and email to confirm priorities and clarify instructions.

Essential Qualifications – What You Must Bring

• Organisational Excellence: Proven ability to juggle multiple tasks, meet tight deadlines, and maintain a high level of accuracy while working independently.
• Communication Mastery: Exceptional written and verbal English skills; able to convey complex information clearly and courteously.
• Tech‑Savvy with arenaflex Tools: Comfortable navigating the arenaflex property management platform, using arenaflex digital signing (formerly Docusign), arenaflex password vault (formerly LastPass), and the arenaflex productivity suite (Outlook, Excel, Word).
• Customer Service Acumen: Demonstrated experience handling urgent client issues, turning challenges into positive outcomes.
• AI Literacy: Confidence using AI assistants (ChatGPT) to draft professional correspondence while applying a personal touch.
• Reliability: Availability during UK business hours (7 AM–late afternoon, Monday–Friday) with a dependable internet connection and a quiet workspace.
• Background Checks: Willingness to provide identification and proof of address due to handling of sensitive information.

Preferred Qualifications – Nice‑to‑Have Extras

• Previous experience supporting a UK‑based property or real‑estate firm.
• Familiarity with short‑term rental platforms, especially the arenaflex (Airbnb) ecosystem.
• Knowledge of landlord‑tenant law and property maintenance best practices in the UK.
• Experience creating SOPs, manuals, or knowledge bases for operational efficiency.

Key Skills & Competencies for Success

• Attention to Detail: Spotting errors before they become problems.
• Problem‑Solving: Quickly identifying root causes and delivering effective solutions.
• Time Management: Prioritising tasks to align with the director’s schedule and business priorities.
• Empathy & Professionalism: Treating every stakeholder with respect and understanding.
• Adaptability: Thriving in a fast‑changing environment and learning new tools rapidly.
• Data Integrity: Maintaining accurate records in the arenaflex system.

Career Growth & Learning Opportunities

At arenaflex, your development is as important as our business growth. As you master the responsibilities outlined above, you will have clear pathways to advance into senior administrative roles, operations coordination, or even property‑management leadership positions. We provide:

• Access to online courses covering advanced arenaflex platform features, AI communication tools, and property‑law fundamentals.
• Mentorship from senior directors and seasoned property managers.
• Opportunities to lead cross‑functional projects, such as the creation of the maintenance manual.
• Regular performance reviews focused on skill expansion and career aspirations.

Work‑From‑Home Environment & Culture at arenaflex

Our remote‑first philosophy means you can work from anywhere within the UK as long as you meet the required hours. We foster a collaborative, inclusive culture built on:

• Transparent Communication: Open channels via arenaflex messaging, weekly virtual stand‑ups, and direct access to leadership.
• Team Spirit: Virtual coffee breaks, quarterly online socials, and recognition programmes.
• Well‑Being Focus: Flexible scheduling, mental‑health resources, and encouragement of work‑life balance.
• Innovation Mindset: Encouraging experimentation with AI tools and process improvements.

Compensation, Perks & Benefits (General Overview)

While exact figures will be discussed during the interview process, successful candidates can expect a competitive salary aligned with UK remote‑working standards, plus:

• Performance‑based bonuses tied to operational efficiency milestones.
• Fully reimbursed home‑office equipment (ergonomic chair, monitor, headset).
• Paid holidays, sick leave, and annual personal development allowance.
• Access to premium arenaflex software subscriptions for personal skill growth.
• Flexible working hours within the defined UK window to accommodate personal commitments.

How to Apply – Show Us You’ve Read This Carefully

To demonstrate that you have thoroughly reviewed this posting, please begin the first line of your cover letter with the word banana. Applications that do not include this keyword will not be considered.

Ready to Join arenaflex?

If you are an organized, tech‑savvy professional who thrives in a remote setting and is eager to contribute to a dynamic property‑management business, we would love to hear from you. Bring your expertise, your enthusiasm, and your knack for turning challenges into opportunities. Apply today and become an integral part of arenaflex’s mission to deliver outstanding property experiences across the UK.