Stay Smart, a growing short and long-term rental property chain in London, required a reliable support system to manage their guest communications and daily back-office tasks.
As their property portfolio expanded, they faced several pressing challenges:
Delayed responses and inconsistent messaging across Airbnb, Booking.com, and other OTAs were affecting guest satisfaction and reviews.
Daily tasks such as updating listings, processing guest info, and maintaining financial records were time-consuming and prone to error.
In-house resources were stretched thin, with no dedicated support for design, branding, or administrative coordination.
Recruiting in the UK for non-core functions proved expensive, slow, and unsustainable as the portfolio grew.
Stay Smart required a dependable solution that could support daily operations, improve guest satisfaction, and scale with their growth.
Aquilon Tech worked hand-in-hand with Stay Smart to ensure a smooth integration of offshore support into their daily operations. The process was designed to deliver immediate value while setting the foundation for long-term scalability.
We collaborated with Stay Smart to clearly outline the Virtual Assistant’s responsibilities, tools, and communication protocols. Tasks were prioritised to maximise impact from day one.
The VA adapted quickly, working in UK time zones and participating in daily stand-ups and reporting structures. Within weeks, they became a trusted point of contact for both guests and internal teams.
As Stay Smart’s needs evolved, the VA’s role expanded to cover additional functions without retraining—demonstrating initiative, ownership, and multi-tasking capabilities.
Daily updates, structured reporting, and real-time communication channels ensured transparency and accountability throughout the engagement.
Alongside VA integration, Aquilon Tech implemented targeted automation to streamline listing updates and documentation, reducing manual effort and improving operational efficiency.
Virtual Assistant recruited, trained, and fully onboarded within 5 working days—aligned to UK time zones and integrated smoothly into Stay Smart’s daily operations.
Reduced recruitment and salary expenses without compromising quality—delivering long-term value with no overheads on infrastructure or training.
Faster response times, consistent communication, and proactive support across platforms led to higher guest satisfaction and improved OTA ratings.
As Stay Smart’s operations grew, the VA’s responsibilities expanded—offering flexible, reliable support that scaled without retraining or disruption.
Building on the success and trust established through the seamless delivery of offshore operational support, Aquilon Tech is now Stay Smart’s creative and brand enablement partner. This ongoing collaboration includes:
Aquilon delivers integrated solutions — from software to staffing.
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