Overview
Pass the Keys is the UK’s leading full-service short-let and holiday-let management company, simplifying property hosting for homeowners since 2015. Founded by Alexander Lyakhotskiy to address the challenges of short-let management, we’ve grown into a network of 70+ franchise partners across the UK, Spain, and Northern Ireland. Our mission is to empower homeowners by delivering a hassle-free hosting experience while ensuring an exceptional guest stay.
Reporting to the Territory Manager, you will be the engine of our local operations, responsible for the end-to-end service delivery for our portfolio of properties. This is a performance-driven role where your success will be measured by core operational KPIs, including guest satisfaction ratings, cleanliness scores, health and safety compliance, and supplier performance. The ideal candidate thrives in a fast-paced environment, excels at complex scheduling and problem-solving, and has a passion for creating seamless, five-star experiences.
This is a hands-on role that requires strong organisational skills, and a sharp eye for detail.
Key Responsibilities
- Service Delivery & Scheduling: Manage the cleaning and maintenance schedules, allocating tasks to providers and ensuring timely service completion for all bookings
- Oversee daily operational coverage, responding to guest requests and efficiently managing check-in and check-out procedures
- Review new bookings to proactively plan and resource all operational requirements in advance
- Coordinate and schedule all maintenance tasks, ensuring minimal disruption to guests and clients
- Supplier & Provider Management: Recruit, onboard and train new providers, ensuring they meet our high standards for service and professionalism
- Serve as the primary point of contact for all suppliers, managing communications, tracking hours, and reviewing performance
- Monitor supplier performance through data, feedback, and spot checks to drive continuous improvement
- Process and approve client and provider adjustments as required
- Quality Control & Compliance: Implement and enforce quality standards through regular spot checks, property inspections, and adherence to detailed cleaning checklists
- Manage inventory for linen and guest consumables, coordinating orders to ensure properties are always well-stocked
- Ensure all properties comply with safety regulations by maintaining up-to-date safety certificates
- Oversee key control processes and conduct regular storage inspections to maintain security and organisation
- Guest & Client Support: Oversee the operational setup of new properties during onboarding, including photography, initial cleaning, key handover, and health & safety checks
- Act as the primary escalation point for operational issues, managing and resolving guest and client resolution cases efficiently and professionally
- Respond thoughtfully to guest reviews, addressing feedback and implementing changes to improve future service
- Manage client and guest communication preferences related to property information and “Guest Success” initiatives
Key Performance Indicators (KPIs)
The Operations Manager plays a crucial role in the territory’s success. Performance will be measured by the ability to deliver excellence across the following metrics:
- Guest Satisfaction & Quality
- Airbnb & Booking.com Rating: Achieving and maintaining target guest review scores on major booking platforms
- Airbnb Cleanliness Score: Hitting the target score specifically for cleanliness, reflecting the quality of housekeeping services
- Operational Compliance & Efficiency
- Property Spot Checks: Meeting targets for the quantity and quality score of completed property inspections
- App Usage: Ensuring high adoption and consistent usage of our internal app by all service providers
- Health & Safety: Maintaining 100% compliance on all required property safety certificates and checks
- Financial Contribution
- NBV & Gross Profit: Contributing to the territory’s financial goals by managing operational costs, maximising efficiency, and preventing revenue loss due to operational failures
Requirements
Required Characteristics & Competencies
Essential:
- Proven experience in an Operations or Hospitality Management role
- Exceptional organisational and time-management skills, with demonstrable experience in complex scheduling
- Strong problem-solving abilities and a talent for handling escalations with a calm and professional demeanour
- Experience managing third-party contractors, suppliers, or a distributed workforce
- Excellent communication skills, both written and verbal
- Tech-savvy and comfortable using various software platforms and mobile apps for scheduling, communication, and task management
- A hands-on attitude and willingness to be in the field conducting inspections and meeting providers
Desirable:
- Experience in the short-term rental or property management industry
- Familiarity with property management software (PMS) or ticketing systems
Additional Requirements
- Location & Work Environment: This is a remote role, but you must be based in Edinburgh and be able to drive to properties to carry out on-site visits
- Weekend Working Requirement: to work a Thursday to Monday pattern and flexible hours to meet business needs. You may also be required to work occasional evenings/ out of hours to meet operational demand.
- Travel Requirements: Occasional travel to other PTK territories for meetings and training
Benefits
Why Join Us?
- A Global Vision: Join an ambitious company aspiring to be the global leader in short-let and holiday-let property management
- A Strong Company Culture: Our four core values—Drive, Evolve, Take Pride, and Together—guide everything we do
- Autonomy & Independence: We manage by results, not input. No micromanagement—just accountability and impact
- Professional Growth Opportunities: We encourage responsibility and development, allowing you to expand your skills as much as you can handle
- Flexible Work Arrangements: We understand the importance of work-life balance and support flexible scheduling where possible
- Competitive Salary: While there may be places that pay more, we offer competitive wages with strong career progression opportunities
- A Great Team: Work alongside inspiring colleagues in a supportive and collaborative environment
UK-Specific Benefits:
- 30 days of holiday (including bank holidays) plus an extra day off for your birthday
- Pension scheme with salary sacrifice, matching contributions up to 7%
- Enhanced maternity pay—up to 90% of salary for six months
- Bonus scheme available after passing probation
Salary: Starting at £30,000 guaranteed basic salary, plus uncapped bonus potential
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