What are the responsibilities and job description for the General Office and Field Assistant position at Maroon Picket Fence LLC?
Mission/Purpose:
Our General Office & Field Assistant plays a vital role in ensuring the smooth operation of both our short-term and long-term rental properties. With a focus on organization, efficiency, and attention to detail, this role helps maintain office functionality while ensuring our properties are well-stocked, clean, and guest-ready. From managing inventory and staging rentals to conducting property inspections and move-in/move-out walkthroughs, this position supports seamless operations and exceptional service for our tenants, guests, and property owners alike.
Role Competencies:
Tidiness – Maintains a clean, organized office and ensures rental properties are well-kept and guest-ready.
Proactive – Anticipates needs, takes initiative, and addresses tasks before they become issues.
Integrity – Handles responsibilities with honesty, reliability, and professionalism.
Fast Response Times – Quickly addresses tasks, guest needs, and property requirements to ensure smooth operations.
Attention to Detail – Ensures accuracy in inventory management, property inspections, and staging for rentals.
High Standards – Strives for excellence in cleanliness, organization, and overall property presentation.
Communication – Clearly conveys information with team members, vendors, and guests to ensure efficiency.
Organizational Skills – Keeps supplies, schedules, and property needs in order for seamless management.
Accountable – Takes full responsibility for tasks, follows through, and ensures nothing is overlooked.
Key Responsibilities:
- Organize and maintain office supplies, inventory, and cleanliness
- Deliver and set up lockboxes and door codes at rental properties
- Restock and organize short-term rental properties with essentials (toiletries, linens, etc.)
- Assist with light cleaning and staging of short-term rental properties
- Conduct move-in and move-out walks, documenting property conditions
- Perform basic property inspections and report maintenance needs
- General office cleanliness and assistance
- Various assignments as needed
Outcomes / Responsibilities:
Monthly Responsibilities:
- Maintain office cleanliness and ensure supplies are stocked and organized.
- Deliver and set up lockboxes and door codes for short-term and long-term rental properties.
- Restock essentials (toiletries, linens, cleaning supplies) at short-term rentals as needed.
- Conduct move-in and move-out property walks, documenting conditions.
- Perform routine property inspections and report any maintenance needs.
- Assist with light cleaning and staging to maintain property readiness.
- Respond quickly to any immediate property-related needs or guest concerns.
Quarterly Responsibilities:
- Conduct a full inventory audit of office and rental property supplies.
- Deep clean and refresh short-term rental properties to maintain high standards.
- Ensure all lockboxes, door codes, and entry systems are functioning properly.
- Identify and suggest process improvements for efficiency in restocking and property management.
- Work with the team to implement any seasonal updates or property adjustments.
KPI Tracking
Objective:
The key performance indicators (KPIs) listed below are designed to assess the performance of the General Office & Field Assistant role. These KPIs will be tracked monthly, quarterly, and over time to ensure that key responsibilities are met, and progress is being made toward the goals set for this role.
1. Timeliness & Responsiveness
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Task Completion Rate: 100% of tasks must be completed on time. - Response Time: Respond to inquiries within 1 hour on average.
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Urgent Task Response Rate: 100% of urgent tasks must be completed on time.
2. Organization & Inventory Management
- Inventory Accuracy Rate: Achieve 98% accuracy in inventory management.
- Restock Completion Rate: 100% completion of restocking essential items.
- Supply Cost Efficiency: Reduce supply costs by 5%.
3. Property Maintenance & Cleanliness
- Inspection Completion Rate: 100% completion of property inspections on time.
- Maintenance Issue Reporting Rate: Report 100% of maintenance issues proactively.
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Property Readiness Score: Maintain a property readiness score of 4.8/5 or higher, based on guest feedback.
4. Communication & Accountability
- Task Accuracy Rate: 100% completion of tasks with accuracy.
- Follow-Through Rate: 100% completion rate without needing reminders.
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Feedback & Issue Resolution Rate: Resolve 95% of issues within 24-48 hours of identification.
5. Professionalism & Growth
- Competency Development: Demonstrate improvement in at least 3 key areas of responsibility.
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Process Improvement Suggestions: Provide 2 actionable process improvement suggestions each quarter, with at least one implemented.
Review Process:
These KPIs will be tracked and reviewed regularly to ensure continuous improvement and provide feedback for further development. You will receive updates on your performance during monthly check-ins and quarterly reviews.
Hours:
Hours:
Monday-Friday (10:00am - 2:00pm)
Flex: Saturdays 9:00am - 2:00pm as needed
Salary : $13
