VA - Inbound Lead Support, Proposals & Admin for a Luxury Vacation Rental Management Company

We're a luxury vacation rental management company growing our portfolio across the US. We need a sharp, detail-oriented VA who sits between sales and ops, following up with property owner leads, fine-tuning proposals that land new management contracts, and keeping the founder's plate clear of admin work. You're not just scheduling calls and sending templates. You're the person who makes sure no lead goes cold, every proposal looks polished, and nothing falls through the cracks. What you'll actually be doing: Sales Operations: - Following up with inbound property owner leads, warm outreach, re-engagement sequences, and making sure no inquiry dies in the inbox - Researching leads before calls, pulling property details, comparable STR revenue data, owner background, and prepping the founder with a one-page brief - Creating and fine-tuning management proposals in Canva, each one customized to the property with photos, projected revenue, and service breakdowns. These are what close deals, so they need to look sharp - Updating the CRM (Close) with lead status, call notes, next steps, keeping the pipeline clean and current - Drafting follow-up messages for warm leads, getting founder approval, and sending same-day. - No lead should sit without a response for more than 16 hours - Tracking which leads need proposals, which need follow-up calls, and which are going cold. - Maintaining a daily priority list so nothing slips - Scheduling evaluation calls and meetings on the founder's calendar, coordinating times with leads, and making sure call links are set up correctly - Looking up new leads on Zillow, Airbnb, and AirDNA, verifying if properties qualify, pulling listing data, and flagging relevant details - Loading leads into Instantly, managing email sequences, finding property owners, and running LinkedIn connection and DM campaigns - Light design work: social media graphics, property one-pagers, listing visuals, presentation touch-ups Admin: - Processing vendor payments via Ramp, approving expense requests, and replenishing prepaid accounts (e.g. Amazon supplies) - Troubleshooting and managing the tools that keep the business running: Close CRM, Instantly, Guesty, Rentals United, Zapier automations, VRBO, Calendly. If something breaks, you call support, follow up on tickets, and make sure it gets resolved - General admin: organizing files, managing email, coordinating between team members, keeping trackers updated, assisting leadership team This is a good fit if you: - Have done lead follow-up or sales support before. You know how to nudge without being pushy and when to escalate - Can write professional, warm emails and messages that don't sound like templates (and definitely don't sound like AI) - Have good visual taste. You understand luxury branding, clean layouts, and why font/color/spacing choices matter - Are organized and proactive. You track your own follow-ups, flag when something's stalled, and don't wait to be told - Are comfortable working directly with a founder, anticipating what they need, not just responding to what they ask - Can juggle 20+ active leads at different stages without losing track of who needs what and when - Are comfortable calling support lines, troubleshooting tool issues, and not just saying "it doesn't work." You figure out why and fix it or escalate with specifics - Understand that a lead who doesn't get a reply for more than a day is an almost lost or lost lead. Urgency matters. - Have worked in STR/vacation rental management, real estate, property management, or hospitality Bonus if you are strong in Canva. You can take a proposal template and make it look custom and high-end for each property. Tools we use: Canva, Close (CRM), Instantly, Calendly, Slack, Google Drive, LinkedIn Sales Navigator, Notion, Ramp, Guesty, Zapier What to include in your application: 1. Brief description of your CRM experience: what tool, what you tracked, how you kept the pipeline organized 2. An example of a follow-up sequence you've written for a lead that went cold 3. A sample of a polished proposal, pitch deck, or presentation you've designed (Canva preferred, PDF or link)