AI & HubSpot Accommodation Portal Administrator

Job Summary

Blue Door Property Guardians is looking for a digitally confident administrator with practical experience using AI tools and HubSpot to manage and improve our online accommodation enquiry process. We already use HubSpot and an accommodation portal, but we want to make much better use of AI and simple automation to create a more joined-up process from initial enquiry through to viewing and follow-up. This role would particularly suit someone who enjoys using AI and CRM systems to make everyday administration simpler, faster and better organised.

Responsibilities

What we’d like you to achieve

A joined up process including : New enquiry → screening → property interest → viewing booking → reminder → attendance → follow-up → outcome

This includes

• Using AI and automation to reduce repetitive administration
• Improving how our existing HubSpot system is used
• Automating acknowledgements and routine applicant communications
• Developing a simple applicant screening process
• Showing exact locations, nearest tube, buses, map, landmarks
• Introducing viewing confirmations and reminders
• Keeping a clear record of bookings, attendance and no-shows
• Automating post-viewing follow-ups and collecting feedback
• Producing a simple weekly overview of enquiries, viewings and outcomes

We currently use HubSpot and would ideally like to make the most of our existing system, potentially using low-cost automation/AI tools alongside it rather than introducing an unnecessarily complicated system.

Ongoing Portal Administration

Alongside helping us improve the system, you will manage the day-to-day accommodation portal, including:

• Responding to portal and website enquiries
• Screening prospective guardians
• Arranging group viewings using dates supplied by our Guardian Manager
• Following up applicants after viewings
• Keeping portal advertisements accurate and up to date
• Making sure promising applicants are followed up promptly
• Keeping accurate records of enquiries and outcomes

About you

AI experience and digital confidence are important for this role. We’re looking for someone who understands administration first, but can also look at a repetitive process and think, “There must be a better way of doing this.” You should also be highly organised, reliable, personable and an excellent written communicator.

Pay: Up to £400.00 per month

Work Location: Remote