Hospitality Operations Consultant- Build a Hotel Operating System managed by Virtual Assistant and Site Manager

We are repositioning an approximately 60-room Branson motel for workforce, extended-stay, employer-account, Airbnb, and nightly guests.

We need a hotel operations consultant to build a low-labor system where VAs handle most GM and front-desk duties. On-site staff will handle housekeeping, inspections, basic maintenance, lockouts, emergencies, vendor access, and physical tasks.

## Scope

The consultant will:

* Design the VA operating model, responsibilities, and escalations
* Select, configure, integrate, and test the PMS, booking engine, channel manager, payments, guest communications, smart locks, maintenance, revenue management, employer accounts, and reporting
* Design camera, security, internet, cybersecurity, access-control, and outage procedures; coordinate installation and testing with local vendors
* Establish nightly, weekly, employer, Airbnb, and other channel procedures
* Build pricing, accounting-control, reconciliation, collections, employer-sales, and reporting systems
* Build housekeeping, laundry, inspection, maintenance, inventory, incident, emergency, licensing, and continuity systems
* Create SOPs, scripts, checklists, job descriptions, and management reports
* Train the initial VA and on-site teams, test the operation, and support the first 30 days
* Define requirements for a separate Notion consultant and verify the dashboard supports hotel operations

## Required Experience

* Hotel, motel, or extended-stay opening/repositioning
* Remote operations or virtual front desks
* Direct PMS and hotel-technology implementation
* Workforce, weekly-stay, or employer-account experience
* SOPs, training, and launch testing

## Application

Provide similar properties, room counts, systems implemented, results, two references, start date, duration, approach, fixed fee, and duties that cannot be remote.

# Fixed-Price Milestones

## Payment Rules

* Only Milestone 1 is funded in Freelancer escrow at the start.
* Later milestones are funded one at a time after the previous milestone is accepted.
* Funding does not mean acceptance or payment earned.
* Payment is released only after required work is delivered, demonstrated, corrected, and approved in writing.
* No advance. Time or a payment request does not constitute acceptance.

## Milestone 1: Paid Trial and Validation—10%, Maximum $300

**Deadline:** Five business days after kickoff.

* Kickoff and discovery meeting
* Review the property, guests, VA model, on-site staffing, and objectives
* Identify the 15 most important gaps or risks affecting opening, safety, revenue, or remote operations, including security, life safety, IT, finances, staffing, and continuity
* Rank each Critical, Important, or Later and state the solution, responsible party, and deadline
* Draft the end-to-end workflow and identify duties that can and cannot be handled remotely
* Provide preliminary technology/security recommendations, schedule, and required information, accounts, decisions, vendors, and access
* Live screen-share demonstrating practical PMS knowledge

Work must be property-specific. Generic material without operational substance will not be accepted.

After Milestone 1, the client may continue or terminate. If terminated, only the accepted Milestone 1 payment is owed.

## Milestone 2: Operating Blueprint and Technology—15%

**Deadline:** Five business days after Milestone 1 acceptance.

* Complete operating map covering reservations, pricing, payments, screening, check-in, access, cameras, security, communications, housekeeping, laundry, maintenance, employer accounts, incidents, emergencies, continuity, and reporting
* Final responsibility and escalation matrix
* Technology comparison and selections with costs, limitations, integrations, and implementation requirements
* Camera/security plan covering coverage, remote access, retention, alerts, permissions, video export, failure alerts, and backup power/internet
* IT plan covering primary/backup internet, Wi-Fi, separate guest, staff, camera, and lock networks, cybersecurity, MFA, passwords, and outages
* Revenue plan for nightly, weekly, seasonal, employer, Airbnb, and other channel rates and inventory
* Accounting controls for reconciliation, OTA payouts, deposits, refunds, chargebacks, employer billing, taxes, and reporting
* Employer-sales process for leads, room blocks, contracts, credit, billing, and collections
* Opening-compliance tracker for licenses, taxes, tourism requirements, alarms, inspections, life safety, insurance, vendors, and responsible parties
* On-site response standards and final implementation schedule

Every major function must be assigned to a person or system. A general software list is insufficient.

## Milestone 3: Systems Configured and Tested—25%

**Deadline:** Ten business days after Milestone 2 acceptance.

* Configure selected systems in client-owned accounts
* Configure PMS, booking engine, channel manager, payments, communications, smart locks, revenue management, employer accounts, reporting, and maintenance
* Enter rooms, rates, fees, taxes, deposits, policies, rules, permissions, and automated messages
* Configure direct booking, Airbnb, and applicable channels
* After local installation, configure camera remote access, retention, alerts, permissions, playback, export, and failure alerts
* Coordinate and test primary/backup internet and separate guest, staff, camera, and lock networks
* Configure MFA, password management, access levels, and integrations
* Deliver administrator credentials and demonstrate the system

**Required test:** A test guest must book, pay, check in, receive access, submit a request, extend, check out, trigger housekeeping, and appear in management/accounting reports. Test an employer booking and billing. Cameras must demonstrate remote viewing, recording, playback, export, permissions, alerts, and offline notification.

Payment is released after successful testing and correction of material errors within the consultant's control.

## Milestone 4: SOPs and VA Operating System—20%

**Deadline:** Seven business days after Milestone 3 acceptance.

Deliver an editable operating manual containing:

* VA/on-site roles, schedules, handoffs, standards, guest scripts, and templates
* Reservation, payment, collection, extension, cancellation, refund, complaint, chargeback, removal, and emergency procedures
* Workforce, extended-stay, employer, Airbnb, and nightly-guest procedures
* Revenue, booking-channel, inventory, overbooking, reconciliation, OTA payout, tax, employer-billing, and reporting procedures
* Camera monitoring, access control, suspicious activity, incident reporting, video preservation, and law-enforcement procedures
* Internet, PMS, payment, lock, camera, power-outage, and cybersecurity procedures
* Fire, medical, severe-weather, welfare-check, evacuation, and emergency procedures
* Housekeeping, laundry, linen, inspection, deep-cleaning, lost-and-found, pest, and bedbug procedures
* Preventive maintenance, utilities, shutoff, inventory, purchasing, vendor, licensing, inspection, insurance, incident, on-site response, and backup-coverage procedures
* Daily, weekly, and monthly checklists and reports

A newly hired employee must be able to follow the SOPs without interpretation. Two reasonable correction rounds are included.

## Milestone 5: Training and Launch Readiness—20%

**Deadline:** Five business days after Milestone 4 acceptance.

* Train the VA and on-site teams; provide recordings and editable materials
* Simulate reservations, employer billing, payment failures, complaints, lockouts, housekeeping, maintenance, suspicious activity, rule violations, emergencies, and escalations
* Test camera monitoring/export/failure; internet, PMS, payment, lock, camera, and power outages; and fire, medical, severe-weather, welfare-check, and evacuation procedures
* Correct material problems found during testing
* Complete the opening checklist, including licenses, inspections, insurance, vendors, and emergency contacts
* Deliver Notion dashboard/integration requirements, meet with the Notion consultant, and identify unresolved launch risks

Payment is released after successful simulations, corrections, and written launch-readiness approval.

## Milestone 6: 30-Day Launch Support—10%

**Begins:** Opening date and continues 30 calendar days.

* Provide operational support and one review meeting weekly
* Correct in-scope system, security, workflow, SOP, script, and training problems
* Deliver updated operating documents, credentials, vendor information, training materials, final review, and handoff

Payment is released after the support period, required corrections, final delivery, and written acceptance.

## Final Terms

* Critical accounts must be client-owned with client-controlled contact information. The consultant may not retain exclusive access.
* Paid deliverables become the client's property.
* Software, hardware, travel, installation, licensing, legal/accounting services, security installers, trades, and vendor fees are separate and require approval.
* Additional work requires a written change order stating scope, price, and deadline. The fixed fee cannot increase because more hours were required.
* Documented client, vendor, software, hardware, or government delays extend only the affected deadline and do not permit payment for incomplete work.
* Deadlines may be shortened but not extended without prior written approval.