9 Property Manager Roles and Responsibilities Airbnb Hosts Should Know About

Whether you’re managing your own property or considering hiring an Airbnb property manager, there is a lot to think about. More than many people realize.

Managing an Airbnb isn’t simply a case of putting on new bedsheets after each guest and checking your Airbnb messages regularly. There are a lot of roles and responsibilities a property manager should be undertaking to make sure that your Airbnb gets the best ratings and the best guests.

Here, we’ll take you through nine Airbnb property manager roles and responsibilities you should know about and how to make sure that you pick the very best property managers for your Airbnb.

Significance of effective property management on Airbnb

Effective property management can make a massive difference to your guests’ experience of your Airbnb, your host status, and the success of your listing in general.

Both property owners and property managers should have a firm grasp of what good property management entails. If you want to become a Superhost (or are a Superhost and want to remain a Superhost), good property management is absolutely essential.

For your property to be clean and well-presented, your guests to feel welcome and well-informed, your listing to be inviting, your accounts and inventory to be in order, and even for your investment property to remain a sound and secure investment, good management is essential.

Many Airbnb hosts hire property managers or property management companies to manage their Airbnb rental units for them. If this is something you’re considering, there are several crucial roles and property manager duties you should make sure your candidates are clear on. Let’s take a look at nine of them:

9 Airbnb property manager roles and responsibilities

Here are nine of the most important Airbnb property manager roles and responsibilities:

1. Prompt handling of guest inquiries and communication

Good, quick communication is one of the key features of an Airbnb Superhost. As such, your property managers must be very communicative.

Remember, there may be a lot of competitor properties vying for guest attention on the Airbnb dashboard. If you don’t reply quickly to potential tenants, it’s likely that someone else will. 

The faster you can reply to guest inquiries and communications, the more time you will have to build a rapport with potential tenants and impress them with your property’s attributes. You also show that you are an attentive and dedicated host who takes guest communication seriously. All of this is great for getting guests who come back again and again. 

This is also vital when resolving tenant complaints. Unhappy tenants will be less likely to leave a negative review if they feel as though their concerns were listened to and dealt with efficiently and emphatically.

All in all, one of the main responsibilities of a property manager must be communicating and building relationships with new tenants.

3. Manages consistent housekeeping and maintenance

Every Airbnb host hopes that their guests will clean up well after themselves, but, let’s be honest, it doesn’t always happen. That’s why many hosts take a security deposit and put an Airbnb cleaning fee in the lease agreement.

To make sure that every guest has the best impression of your rental properties and the best experience possible, your property managers need to take housekeeping and maintenance and all associated housekeeping and maintenance costs seriously.

Make sure that your property is always in a good state of repair, that all appliances and electrical items work, that the heating or aircon functions as it should, and so on. You or your property manager should organize regular maintenance checks. If there are any maintenance requests, they should be handled quickly. Minor repairs should not need direct management oversight from you.

Similarly, either the landlord or the property manager should visit after every guest has left to check on the cleanliness of the rental property, do any cleaning needed, and generally make sure it’s spotless for the next guest.

3. Facilitates smooth guest arrivals and departures

Arrivals and departures are a frequent friction point for Airbnb guests. Things such as being unable to find keys or mix-ups between arriving and departing guests can damage your guests’ experience—and your Airbnb rating. Depending on your lease agreement, they could also put you on the wrong side of your own hosting contract.

So, make sure that arrivals and departures go as smoothly as possible. A good property manager should make sure that every guest knows how to access the rental property and that they understand when and how to leave. They should also be prepared to consider any new and different requests regarding access (for example, providing a ramp for wheelchair users).

Other property and community manager responsibilities include making sure there is enough time between one guest leaving and another arriving to clean the property and prepare it for the next guests, as well as communicating any issues or changes on arrival.

4. Enhances Airbnb listings for an appealing presentation

Keeping your Airbnb listing attractive and up to date is a big part of Airbnb property management. If you are to achieve your financial objectives for your property or properties, they need to look good for prospective new tenants.

A property manager oversees things such as:

• Updating the listing with any new, relevant information. 
• Taking updated photos using the latest camera technology.
• Adding new features as Airbnb offers them. For example, if a new feature like Instant Book comes in, your property manager should quickly assess whether or not it would be useful for your listing and add it if so.
• Add and remove information about attractions and services in your property’s locale as they become relevant/irrelevant.
• Keeping an eye on top listing trends and utilizing them for your own listing when appropriate.
• Exploring opportunities to use new technologies (virtual tours, for example) in Airbnb listings.

5. Strategizes for competitive pricing and seasonal promotion

Managing a successful Airbnb isn’t just a case of “Build it, and they will come.” Any Airbnb landlord needs to work at making their Airbnb competitive. 

Good Airbnb property managers will have a good grasp of your market and be able to come up with good strategies for pricing, promotion, and more. They will be able to spot business opportunities when they arise and capitalize on them.

For example, they will be able to look at seasonal trends for your listing and make competitive suggestions based on these, such as suggesting lower prices to attract guests when you have vacant units or a kids’ discount to bring in families during school vacations.

6. Screens guests for property and community compatibility

Not every guest will be a good fit for your Airbnb. You need to make sure that your guests are likely to get the very best experience possible from your property, and that just won’t happen if your Airbnb isn’t appropriate for them. As such, screening tenants is a big part of any property manager’s job.

For example, a non-driver may find themselves struggling to either reach the property or get around in the locale if they book a stay at an isolated rural property. Similarly, a family with boisterous young children may not be a good fit for a property with a lot of fragile fixtures and fittings. Vacant units are better than unhappy guests.

Good property managers will screen and talk to prospective tenants and perhaps even check relevant databases to make sure that they are a good fit for both your property and the community and services surrounding it.

7. Implements and communicates guest safety measures

Accepting ownership of your responsibility for guest safety is vital for any Airbnb landlord.If a guest hurts themselves on your property, not only will they have the kind of bad experience that you don’t want for your treasured guests, but you may also find yourself liable.

While insurance services can reduce your risk in such cases, guest injury is still something you really don’t want to happen. So, a good property manager will make sure that your rental properties are as safe as possible for your guests. They will also inform guests of any important safety measures (for example, letting them know where any fire exits are, warning them of slippery steps, and so on).

When needed, your Airbnb manager should also take charge of enforcing rules related to guest safety. A good communicator can do this without causing bad feelings or making guests feel lectured—yet another reason why good communication is key for property managers.

8. Oversees property expense and inventory management

As a property owner, you know it’s not cheap to run an Airbnb. Cleaning, laundry, refilling inventory, repairs, maintenance…it all adds up. 

A big responsibility of a property manager is overseeing property expenses and managing your property’s inventory. This entails things such as managing maintenance costs, keeping on top of operating expenses, and generally making sure that the property always has everything it needs with enough money left in the bank to restock inventory and fix any breakages.

This isn’t difficult to do these days with budget management software. Still, if you are hiring a property manager, it is worth checking that they are familiar with budgeting software and techniques before signing any contracts.

9. Maintains local property compliance with legal requirements

Housing laws vary a lot from place to place, and they may affect how you run your Airbnb..

If you have a number of Airbnb properties spread over different locations, make sure that the manager of each property is familiar with local laws and understands how to keep the property compliant with legal requirements.

Top tips when hiring Airbnb property managers

Here are some things to look for and consider when hiring an Airbnb property manager or an Airbnb property management company:

Factor in financial skills for pricing, invoicing, and expense control

As with any real estate work, financial skills are a huge help in property management. Make sure that your potential property manager understands basic business administration: things like how to price the listing competitively, how to budget, how to keep expenses reasonable, how to go about collecting rent, and so on. 

It’s definitely beneficial if your potential property manager has a working understanding of accounting and expense management software, such as order fulfillment software, inventory management tools, and cash flow management solutions. A property manager who can cover the financial aspects and report periodically is an invaluable asset.

Seek candidates with strong communication skills

The quality of your communication can make or break Superhost status. So, make sure that your Airbnb property manager is a strong communicator. They should be able to make potential guests feel at ease and welcome while simultaneously giving them all the information they need and vetting them for appropriateness. 

Remember, your property manager or property managers should also be able to maintain a productive relationship with you, the landlord. So don’t pick someone you don’t think you can communicate with or work with well!

Tailor base salary to match Airbnb income expectations

A good Airbnb property is prime real estate, and managing that property warrants a good salary.. Still, you should be able to tailor that salary to Airbnb income expectations. 

Suppose your property manager can improve your Airbnb to the point where you can make more money from it. In that case, that should be reflected in your Airbnb manager’s salary.

If you are hiring an Airbnb management company, they will probably have set wage expectations. Individual managers may be happier to negotiate a salary based on income expectations.

Look for good problem-solving abilities and adaptability

Managing an Airbnb isn’t always predictable. Property management and caretaking, in general, are prone to throwing up unexpected challenges and surprises. Throw in the guest hosting element, and you’ve got a recipe for a job that will regularly require problem-solving.

So, when hiring a property manager or property management company, make sure to include adaptability, in-depth knowledge of both real estate skills, and great problem-solving abilities in the property manager job description. A practical mindset and a willingness to take initiative are also a great help in this regard.

Emphasize attention to detail in maintenance and inventory 

Vacation rental inventory and maintenance aren’t things you can quickly sweep through without a thorough check. Attention to detail in these aspects is crucial, as just one thing missing or one minor maintenance can make a huge difference to a guest’s stay. 

So, make sure that your new property manager has good attention to detail, especially when it comes to inventory management and property maintenance. Ideally, they should be capable of understanding when maintenance is needed, completing repairs when needed, and able to call in repairs and/or new inventory at speed whenever necessary.

Check awareness of legal requirements and regulations

Ideally, your property manager or commercial property management company will either take care of all legal requirements for you or, if they can’t, let you know quickly of any regulations coming in that you need to be aware of.

So, check that your potential Airbnb property manager is aware of all relevant legal requirements and regulations regarding real estate, landlords, tenants, and running a home as a business. They must also know how to keep themselves up to date with any changes in this regard.

Check references to assess candidate’s track record and reliability

If you can, check your candidate’s references to make sure that they know what they’re doing, that their experience is relevant to your needs, that they’re reliable, and that other property owners have had good experiences with them.

If your candidate is just starting out in property management, that’s not necessarily a problem. If you can, check that their prior experience is relevant to what you need. For example, they may have previous experience in the real estate industry or property maintenance. 

Qualifications are helpful, but make sure that any qualifications above a high school diploma are relevant and that they have proven experience in collecting rent or running a hospitality business.

Make sure of availability for prompt guest handling and emergencies

While it is sometimes possible to manage an Airbnb remotely, a good property manager should be able to be present quickly whenever needed. Guests may have emergencies or generally need the help of your property manager at any time, so flexible availability is a huge advantage for a good property manager.

Ideally, your property manager will have their own transport to get to your property quickly with any tools, inventory, or equipment needed. 

Understand Airbnb property manager roles and responsibilities and boost your guest experience

Whether you’re managing your Airbnb yourself, you have a manager, you work with a property management company, or you’re thinking of hiring professional property management help, it’s important to understand all the roles and responsibilities involved.

A good property manager will manage your listing, liaise with guests, check that your lease agreement is respected, maintain your property in a good state, keep on top of all relevant rules and regs, and more. 

Good property management is key to a good guest experience. So, it’s worth fully understanding all the roles and responsibilities your property manager will need to undertake and setting clear expectations.

Unlock the Power of iGMS for Your Short-Term Rentals!

Regardless of your focus in the realm of short-term rentals, iGMS provides a comprehensive suite of tools designed to elevate every aspect of your hosting experience. Delve into our standout features tailored for both novice and seasoned hosts and property managers:

• Centralize your operations with the Channel Manager, effortlessly managing multiple listings across leading platforms.
• Enhance guest relations using Automated Messaging, equipped with customizable templates for consistent and timely communication.
• Simplify financial transactions and invoicing with Payment Processing, integrating seamlessly with Stripe for smooth operations.
• Boost your property’s reputation and guest loyalty by encouraging reviews through Airbnb Automation.
• Optimize direct guest bookings with the Direct Booking Management Toolset, offering a streamlined experience for both hosts and guests.
• Efficiently coordinate tasks and schedules with Team Management, ensuring your property is always guest-ready.
• Stay ahead with real-time tracking and insights using PROtrack, a feature designed to give you a competitive edge in the market.

Dive into these features and more with iGMS, your comprehensive solution for short-term rental management. Elevate your hosting game and achieve unparalleled success today!