Personal assistant & guest experience manager (dual role)

We are looking for a well-organized and reliable Personal Assistant to the General Manager who will also support Guest Experience Management across our villa business in Seminyak.
This is a dual role combining administrative support, guest communication, simple procurement tasks, operational follow-up, assistance with daily villa coordination, and support with guest experience.
The ideal candidate is professional, well-presented, confident speaking with international guests, and comfortable working in a flexible hospitality environment.

Key responsibilities

Personal Assistant to General Manager

• Support the General Manager with daily administrative and operational tasks
• Follow up on tasks, deadlines, and internal communication
• Assist with scheduling, coordination, and documentation
• Support communication between departments
• Help organize information, reports, invoices, and operational records
• Assist with supplier and contractor communication when required

Guest Experience Management

• Communicate professionally with international guests
• Support check-in and check-out coordination and general inquiries
• Assist with guest requests before and during the stay
• Help coordinate cleaning schedules, transport, tours, meals, and other guest needs
• Support guest communication through WhatsApp and other channels
• Follow up to ensure guest requests are completed properly
• Assist with the preparation of breakfast and small meals when required
• Help create a smooth, clear, and personal guest experience

Procurement & Operational Support

• Manage simple purchasing and procurement tasks
• Collect quotations from suppliers when needed
• Coordinate small purchases and deliveries
• Keep basic records of purchases, receipts, and expenses
• Assist with inventory follow-up and supply needs
• Report issues, delays, or missing items to the General Manager

Troubleshooting & Coordination

• Assist with simple operational troubleshooting
• Coordinate with housekeeping, maintenance, guest relations, and suppliers
• Help follow up on maintenance or guest issues
• Escalate urgent or important problems to the General Manager
• Support daily operations across the villas when needed

Requirements

• Well-organized, reliable, and detail-oriented
• C1-level English is non negotiable
• Comfortable speaking with international guests, especially Australian guests
• Confident, polite, and professional communication style
• Able to manage simple procurement and supplier coordination tasks
• Must have own motorbike and be mobile around Seminyak / nearby areas
• Should have own laptop and phone
• Comfortable with flexible working hours
• Comfortable responding to important phone / WhatsApp messages outside normal working hours when required
• Professional appearance, good grooming, and presentable personal style
• Able to work independently and take ownership of tasks
• Good problem-solving ability
• Bali-based candidates are highly preferred

Preferred experience

• Previous experience in hospitality, villas, hotels, guest relations, or administration
• Experience communicating with foreign guests
• Experience with Airbnb, Booking.com, WhatsApp guest communication, or villa operations
• Basic understanding of purchasing, invoices, and supplier coordination
• Basic cooking skills to assist with the preparation of breakfast and small meals are preferred
• Good knowledge of Seminyak / Bali is an advantage

Personal profile

We are looking for someone who is

• Friendly and professional
• Calm under pressure
• Organized and responsible
• Comfortable dealing with guests and suppliers
• Fast in communication
• Practical and solution-oriented
• Honest and trustworthy
• Flexible and willing to help where needed

Key standard

• This role exists to support the General Manager and improve the guest experience. The right candidate should help make daily operations smoother, communication clearer, and the guest journey more professional from booking to check-out.