Property Setup and Inspection Coordinator

About Fibi Vacation Rentals

Fibi Vacation Rentals operates across the nation managing short-term rental properties. They specialize in revamping underperforming or vacant properties into successful Airbnb listings by overseeing inspection, planning, furnishing, and launch processes. Their operations rely heavily on systems, spreadsheets, and artificial intelligence (AI) tools.

Role Overview

The Property Setup and Inspection Coordinator plays a pivotal role in managing the setup process for each property. Collaborating mainly with the Operations Manager and occasionally with the Director of Operations, this position involves conducting virtual property inspections, preparing detailed setup plans for property owners, managing procurement logistics, and overseeing ongoing property condition inspections. The role demands a highly organized and detail-oriented individual proficient with spreadsheets and AI technology to ensure timely and accurate project execution.

Key Responsibilities

• Lead live virtual property inspections by directing on-site inspectors or vendors to collect comprehensive room-by-room data including measurements, photographs, videos, and condition reports; document findings accurately in a structured inspection workbook.
• Develop detailed setup and design inspection plans listing all required materials with precise quantities, costs, and vendor links organized into three tiers (Essentials, Optimization, Design) complete with budget forecasts based on property capacity and market analysis.
• Manage procurement by placing and tracking orders across multiple vendors such as Amazon and Wayfair, ensuring timely delivery of hundreds of items per property within designated windows while documenting status, receipts, invoices, and budget adherence.
• Conduct ongoing virtual inspections of properties under management to verify completion standards, identify inventory or maintenance needs, and convert findings into actionable orders or tasks.

Desired Skills and Qualifications

• Exceptional organizational skills with a strong focus on accuracy and detail orientation.
• Advanced proficiency in spreadsheet software including formulas, lookups, multi-tab management, and data aggregation.
• Experience managing procurement and logistics involving large volumes of orders from multiple suppliers.
• Familiarity and daily usage of AI platforms such as Claude or ChatGPT to enhance workflow efficiency.
• Confident and clear communication skills during live video interactions.
• Strong self-management abilities and comfortable working independently.
• Fluent English communication skills, both written and spoken.
• Availability to work Monday through Friday aligned with US Pacific Time business hours.
• Familiarity with tools including Google Workspace (especially Sheets), ClickUp, Zoom, and e-commerce vendor platforms; quick adaptability to new technologies expected.

Additional Information

This is a fully remote, full-time role requiring a commitment of 40 hours per week, Monday to Friday. Compensation is set at $7 per hour (USD). The position is intended as a long-term engagement and includes eligibility for an employee stock plan.