Onboarding coordinator and Admin

The Property Onboarding Coordinator & Administrator is responsible for coordinating and supporting the onboarding process of new properties under the Holiday Homes program. The role focuses on inspection assessment, quotation generation, onboarding documentation, permit coordination, administrative support, scheduling, stakeholder communication, and client relations.

The position acts as a central point of coordination between Business Development, Owner Support, Maintenance, Interior Design, Procurement, Housekeeping, Revenue Management, Listing, Operations, building management, and external service providers to ensure onboarding activities are arranged efficiently and all required documentation and approvals are completed in a timely manner.

• Coordinate the onboarding process for newly acquired properties from initial inspection request through onboarding completion.
• Assign inspectors and coordinate property inspections based on onboarding requests received from the Business Development team.
• Schedule and coordinate onboarding‑related activities, including inspections, maintenance visits, furnishing installations, cleaning services, photography sessions, and access arrangements.
• Coordinate with internal departments and external service providers to facilitate onboarding activities.
• Maintain onboarding schedules and ensure relevant stakeholders are informed of upcoming activities and requirements.
• Assist with the preparation and coordination of property handovers to Operations.

• Review and assess inspection reports to identify onboarding requirements, missing items, maintenance requirements, furnishing requirements, and operational setup needs.
• Analyze inspection findings and determine the scope of furniture, inventory, maintenance works, consumables, appliances, and services required for onboarding.
• Prepare onboarding, setup, furnishing, inventory, and interior design quotations based on inspection findings and company standards.
• Ensure all requirements identified during inspections are accurately reflected in quotations.
• Coordinate with Interior Designers, Maintenance, Procurement, and other relevant departments to obtain information required for quotation preparation.
• Submit quotations within established company timelines.
• Follow up on quotation approvals and communicate approved requirements to relevant stakeholders.
• Maintain accurate records of all quotations, revisions, approvals, and supporting documents.

• Prepare, collect, organize, and maintain onboarding‑related documentation.
• Ensure onboarding forms, agreements, approvals, permits, inspection reports, and project records are complete and accurately maintained.
• Maintain project information within PMS, Click Up, Google Workspace, and other company systems.
• Archive quotations, inspection reports, approvals, permits, invoices, photographs, and project documentation in accordance with company procedures.
• Generate onboarding reports, trackers, and administrative records as required.
• Ensure compliance with company documentation standards and filing requirements.
• Support the onboarding team with general administrative tasks related to property onboarding projects.

• Coordinate applications and submissions for DET permits and other required approvals.
• Arrange move‑in permits, move‑out permits, NOCs, contractor access permits, and building management approvals where required.
• Coordinate with building management, facility management companies, developers, and utility providers regarding onboarding requirements.
• Track the status of permits, approvals, and applications and maintain related records.
• Coordinate the collection and tracking of keys, access cards, parking cards, and other property access requirements.
• Ensure all required onboarding documentation is available for permit and access applications.

• Coordinate with Business Development, Owner Support, Maintenance, Housekeeping, Interior Design, Procurement, Revenue Management, Listing,…