Role overview

Buena Vista is one of Malta's largest property management companies, looking after short-let, long-let and guesthouse properties for owners across the island. We are growing, and we need an Operations Executive who will keep the foundations of the business accurate, compliant and organised: permits in order, new owners onboarded properly, our property management system (PMS) up to date, and owners kept well informed.

This is a hands-on role at the centre of the operation. You will work closely with the Operations Manager, Guest Experience, Housekeeping, Maintenance and Finance, and you will be the person owners and colleagues rely on to get things done correctly and on time.

Key responsibilities

MTA permits and compliance
- Prepare, submit and track Malta Tourism Authority (MTA) licence and permit applications, renewals and amendments for every property in the portfolio.
- Keep a compliance register of permit numbers, expiry dates and conditions, with reminders set well ahead of each renewal.
- Liaise with the MTA, owners and other relevant authorities, and chase applications until they are resolved.
- Make sure permit details are correct in the PMS and on every listing.
Client onboarding
- Run the onboarding of new owners and properties from signed agreement to go-live: documents, property information, inventory, access details, house rules and channel set-up.
- Follow a standard onboarding checklist, keep the owner updated at each stage, and hand the property over cleanly to Guest Experience and Revenue.
- Track the onboarding pipeline and help us shorten the time from signature to first booking.
PMS management
- Create and maintain property, owner and booking-related records in the PMS, keeping data accurate, complete and consistent.
- Carry out regular data-quality checks, correct errors and carry out bulk updates where needed.
- Document how we use the PMS and help colleagues use it correctly.
Operational reports
- Produce weekly and monthly operational reports for the Operations Manager and management team, covering permit status, onboarding pipeline, open issues and property-level data.
- Spot trends and problems early, and recommend what to do about them.
- Keep the underlying data clean so it can feed our dashboards and owner reporting.
Owner liaison
- Act as the day-to-day contact for assigned owners on operational matters: property updates, access, works, permits and queries.
- Reply promptly, record every conversation in the PMS, and escalate sensitive or complex matters to the Operations Manager.
- Give owners proactive updates, so they hear from us before they need to ask.
Wider operations support
- Coordinate with Cleaning, Housekeeping, Maintenance and Guest Experience to keep properties running smoothly.
- Support the Operations Manager on special projects and process improvements, and cover other duties as the business grows.

Who we are looking for

We care more about attitude and ability to learn than a perfect CV. If you are organised, quick to pick things up and keen to build a career with a growing company, we want to hear from you.

Essential

Experience in an operations, administrative or customer-facing role. Property management, hospitality or tourism is an advantage, but we will consider a strong candidate early in their career.
Excellent written and spoken English, with a professional and friendly manner when dealing with property owners.
Strong organisation and attention to detail, with the discipline to track deadlines such as permit renewals and never let them slip.
Comfortable with technology: Google Workspace, Word, Excel, and learning new software quickly.
Able to manage several tasks at once, prioritise sensibly and follow through.

Desirable

Familiarity with MTA licensing or other Maltese regulatory processes.
Experience with a PMS or booking platforms such as Booking.com and Airbnb.
Comfort with data and reporting (Excel, Analytical Tools).
Maltese, Spanish or another language.
A driving licence, for occasional property visits.

Personal qualities

Energetic and proactive: you start things without being asked and see them through.
Eager to learn: you ask questions, welcome feedback and improve how things are done.
Takes ownership: when something goes wrong, you fix it and tell us what you did.
Positive and flexible, and happy to roll up your sleeves as the team grows.
Wants to grow with us: this is a role with real room to develop as the business expands.

What we offer

A competitive salary, based on experience.
Full training on our systems and processes, and a clear route to progress as the company grows.
A varied role with real responsibility, working directly with the management team.
A supportive team in one of Malta's leading property management companies.

How to apply

Submit your CV and a short note on why you would like to join Buena Vista via the Apply button.

Buena Vista is an equal opportunities employer, and we welcome applications from all suitably qualified candidates.

Operations Executive

Job Description