Onboarding and Inventory Administrator

Position Overview

The Onboarding & Inventory Administrator plays a critical role in supporting the property onboarding process under the Holiday Homes program. This position ensures that inspection reports are accurately translated into quotations, manages warehouse stock movements, oversees delivery tracking, and maintains unified pricing across platforms. Additionally, the Administrator serves as the primary point of contact for interior design clients not enrolling in the Holiday Home program, while managing all associated documentation and administrative tasks.

Key Responsibilities

Quotation & Inspection Report Management

Review inspection reports to identify missing or required items for each property before onboarding.

Communicate and coordinate with the Project Manager and Interior Designers to accurately define the scope of items that need to be quoted.

Generate accurate quotations based on inspection findings and team inputs, ensuring no items are overlooked.

Coordinate with the Procurement Team to identify and confirm prices for items that fall outside the normal warehouse scope.

Ensure quotations are aligned with approved price lists and company standards.

2. Warehouse & Delivery Coordination

Manage the release of stock from the warehouse to properties scheduled for onboarding.

Prepare delivery notes for all dispatches and ensure timely tracking.

Cross-check that all items listed in quotations are successfully delivered and installed at the unit.

3. Inventory & Pricing Control

Regularly review and update inventory pricing to maintain unified, standardized pricing across all company platforms.

Flag discrepancies and coordinate with relevant teams to correct pricing inconsistencies.

4. Client Relations (Interior Design Projects)

Act as the main point of contact for clients requesting interior design services without enrolling in the Holiday Home program.

Coordinate communication between clients and the design team to ensure smooth handling of external projects.

5. Documentation & Administrative Work

Maintain accurate records of quotations, delivery notes, stock releases, and invoices.

Organize and archive all paperwork and electronic documentation for easy retrieval.

Ensure compliance with company filing and documentation policies.

Benefits : Competitive salary

medical insurance

A dynamic, growth‑oriented culture where you will build the compliance framework from the ground up

Requirements & Skills

Proven experience in administrative, operations, or procurement roles (experience in property management, real estate, or hospitality is a plus).

Proficiency in Google Workspace (specifically Google Sheets), PMS / ERP systems, ClickUp, and other project management tools.

Strong communication and coordination skills, with a client-oriented approach.

Keen attention to detail and high sense of responsibility.

Strong organizational and time management skills.

Ability to manage multiple tasks simultaneously under tight deadlines.

KPIs (Key Performance Indicators)

Accuracy and timeliness of quotations prepared.

Percentage of successful deliveries completed without missing items.

Consistency of pricing across platforms.

Client satisfaction in external interior design projects.

Compliance with documentation and filing standards.