Here are some important questions you should ask a vacation rental or short-term rental manager before you hire them to take care of your home, Airbnb, or vacation rental.
When done right, working with the right property management company for things like changing prices, managing the property, taking care of guests, and more can be very good for your bottom line.
However, not all property managers are made equal. Some get great results for their clients (better than they could do on their own) and give guests and clients 5-star full-service experiences. Others provide real estate services on top of long-term property management and short-term rental management too. A bad property manager may charge the same “fee” as a good one, but they will do a much worse job. The “fee” should never be the only thing you think about when hiring someone to manage your property.
Every owner is different, and the right vacation rental management company may not be right for every owner. It depends on the company’s core skills and how much they charge. Some vacation rental property management companies care more about taking care of their properties and making sure that each guest has the best possible experience, rather than trying to get as many bookings as possible. Other companies are more focused on helping people buy investment property and try to get as many bookings as possible by any means necessary. A real estate investment-only property is often treated quite differently than a pure second home vacation rental property.
Most full-service property management firms will personally look at all of your properties and look at any listing photos from a recent sale if they are relevant.
As the vacation rental industry continues to boom, the role of the vacation rental manager is becoming increasingly critical. Managing a portfolio of properties, overseeing cleaning and maintenance, handling bookings and communications, and ensuring excellent guest experiences requires a versatile skillset and deep knowledge of the industry
If you have an interview lined up for a vacation rental manager position, you’ll need to demonstrate your ability to handle the diverse responsibilities this role demands. To help you put your best foot forward, we’ve compiled this extensive list of the top 30 vacation rental manager interview questions that are likely to come up.
To impress your interviewer and get the job, prepare answers that are well-thought-out and compelling to these common questions.
1. What experience do you have managing vacation rental properties?
This is one of the most fundamental questions you’ll encounter when interviewing for a vacation rental manager role. Interviewers want to understand the specific responsibilities you’ve handled challenges faced and achievements accomplished through your prior experience. Highlight skills like
- Coordinating cleaning/maintenance
- Optimizing pricing strategies
- Managing listings and marketing
- Communicating with homeowners and guests
- Achieving high occupancy rates
Stress how your practical experience makes you a good candidate to run a vacation rental business. Stats or examples that demonstrate proven results are a plus.
2. How do you ensure properties meet quality standards?
Maintaining top-notch property conditions and providing an exceptional guest experience is imperative. Interviewers want to know you have rigorous quality assurance practices Talk about
- Conducting regular inspections
- Scheduling preventive maintenance
- Soliciting guest feedback
- Monitoring industry regulations/standards
- Addressing issues quickly
Convey your commitment to continuous improvement and exceeding expectations. Share examples of how your efforts directly enhanced property quality.
3. How would you handle a negative guest review?
In the age of online reviews, one bad rating can significantly impact a property’s reputation and bookings. Interviewers want to see that you can skillfully resolve issues and turn dissatisfied guests into happy return customers. Emphasize:
- Apologizing sincerely
- Investigating concerns promptly
- Implementing improvements
- Following up with guests
- Learning from the experience
Highlight your commitment to making things right and using feedback to improve services. Provide an example of how you successfully converted a negative review into a positive outcome.
4. How have you dealt with difficult guests in the past?
From unreasonable demands to adversarial attitudes, vacation rental managers inevitably encounter challenging guest behaviors. Interviewers will assess how you maintain professionalism and resolve conflicts during stressful interactions. Discuss how you:
- Listen actively to understand their perspective
- Express empathy while outlining policies/constraints
- Present solutions tailored to their concerns
- Follow-up to ensure satisfaction
Provide a specific example that demonstrates patience, problem-solving skills, and dedication to customer service.
5. How do you maximize occupancy during off-peak seasons?
The ability to sustain bookings year-round is key for profitability. Interviewers want to know your strategies for driving demand during slower periods. Effective tactics include:
- Offering discounted rates, packages or promotions
- Marketing to niche travelers (e.g. retirees, remote workers)
- Improving online presence with photos and reviews
- Building relationships with past guests to encourage repeat visits
- Analyzing data to forecast low-demand dates and adapt pricing
Highlight innovative initiatives you’ve implemented and share success metrics that exhibit your ability to boost occupancy rates.
6. How do you stay updated on local vacation rental regulations?
Navigating the complex web of local laws is an indispensable part of managing vacation rentals. You’ll need to demonstrate a systematic approach to staying compliant as regulations change. Share how you:
- Monitor municipality websites/newsletters
- Participate in industry groups and seminars
- Maintain open communication with regulatory agencies
- Review regulations with legal counsel
- Update policies promptly based on new requirements
The key is conveying vigilance, organization, and timeliness in adapting to legal shifts that impact vacation rental operations and compliance.
7. What is your approach to pricing properties competitively?
Pricing optimization is an art and science that enables maximizing income while remaining competitive in the market. Interviewers want to see you have a firm grasp on pricing dynamics. Discuss tactics like:
- Competitor rate analysis
- Factor in property features, amenities, location
- Dynamic pricing based on demand trends
- Account for seasonality
- Consider operational costs in pricing decisions
- Frequently review and adjust rates
Demonstrate your ability to make data-driven pricing decisions that balance profit goals and market conditions. Provide examples of successful pricing strategies you’ve executed.
8. How do you onboard new properties into your portfolio?
Adding new inventory requires meticulous preparation to ensure properties are rental-ready. Share your systematic process for onboarding, such as:
- Conducting property inspections and risk assessments
- Evaluating upgrade needs
- Researching local regulations
- Creating marketing assets like photography and listings
- Establishing cleaning arrangements
- Implementing revenue management strategies
Highlights organization, operational know-how, marketing skills, and ability to effectively launch new properties.
9. How do you manage relationships with property owners?
Property owners are your customers and partners. Interviewers want to see that you can align with their goals and communicate effectively to foster trust and satisfaction. Discuss how you:
- Gather information to understand their objectives
- Provide timely updates on performance
- Convey maintenance and improvement plans
- Utilize tools like owner portals for easy access to data
- Address questions/concerns promptly
- Seek input on operational decisions
Emphasize your customer service skills and your commitment to maximizing an owner’s rental income and asset value.
10. How do you ensure guest and property safety/security?
Protecting people, assets, data and reputations is paramount. Share detailed examples of your safety practices:
- Rigorous screening procedures for guests
- Surveillance systems
- Emergency protocols
- Partnerships with security providers
- Establishing and enforcing rules
- Cybersecurity measures
- Insurance coverage
Being able to discuss risk mitigation strategies demonstrates you take safety seriously and have the experience to handle it appropriately.
11. How have you leveraged technology in property management?
Technology proficiency is a must-have. Discuss innovative ways you have utilized tech:
- Automation software for operational efficiency
- Dynamic pricing tools to optimize rates
- Digital booking platforms to increase exposure
- CRMs to organize customer data
- Smart home technology to enhance guest experience
- Digital marketing and social media for branding
Highlight tech-enabled solutions that reduced costs, saved time, increased bookings, improved data analysis capabilities, or enhanced guest services. Stats are persuasive.
12. How would you handle a property damaged by a guest?
Though unpleasant, property damage occurs and must be handled skillfully to protect assets and relationships. Share your approach:
- Photograph and document damage
- Professionally contact guest regarding financial responsibility
- Fairly assess necessary repairs/costs
- Utilize security deposit funds
- File insurance claims if needed
- Keep owner informed throughout the process
Emphasize cooperation, accountability, and transparency. Provide an example of how you used solid documentation and communication to resolve a property damage issue successfully.
13. Can you share how you handled an emergency situation at a property?
Emergencies happen – power outages, weather events, injuries. Interviewers want to know you can act decisively under pressure. Discuss examples that highlight:
- Swift assessment and response
- Focus on guest/employee safety
- Communication with key stakeholders
- Resourcefulness in securing repair help quickly
- Organization throughout chaos
- Updated emergency protocols post-event
Share specific stories that demonstrate grace under fire and strong crisis management skills. Stats or quotes that exhibit client satisfaction are helpful.
14. How do you prioritize tasks during peak rental seasons?
Showing you can manage high workloads during busy times is key. Share how you:
- Make detailed task lists and calendars
- Use tools to track deadlines
- Establish clear priorities based on importance/urgency
- Block time for focused work
- Cross-train staff on key tasks
- Leverage technology to automate where possible
- Communicate delays quickly
Emphasize organizational skills, multitasking abilities, and grace under pressure. Provide examples of how your systems ensured excellent guest service during hectic periods.
15. What marketing tactics do you utilize to promote properties?
Discuss creative and data-driven marketing initiatives:
- Search engine optimization
- Social media engagement
- Email campaigns
- Targeted digital ads
- Partnerships with travel sites
- Discounts and packages to incentivize bookings
- Reviews and referrals programs
- Professional photography/videography
Highlight marketing successes you’ve achieved, such as increased site traffic, booking conversions, and ROI. Show you understand how to maximize visibility and drive bookings.
16. How would you handle a dispute
Consider Asking The Following Questions
- How long have you been in business? Have you always looked after short-term rentals, or do you also take care of other types of rentals?
- How long have you been with this company?
- What do the people who work in your office do for a living?
- Do you only sell in this area, or do you also run businesses in other places?
- How many properties does your company manage in the area?
- How many properties do you directly manage? What kinds of properties do you manage that are like mine?
- How are you different from your competitors?
- That’s the worst thing that could happen in this business. How did you and your team handle it?
- How will you market my home and get bookings?
- What sites (like Airbnb, VRBO, Booking) do you use to list my property? com)?.
- Do you also get direct bookings? If so, what percentage of your bookings come from direct bookings instead of bookings through a channel or OTA?
- What channels for direct bookings do you use? For example, do you use social media, Google Ads, or email marketing?
- Does someone in your company write the description of our property? Is it written by a professional? If not, can we give you one?
- Will you hire a professional photographer to take pictures? If so, will that cost extra or be part of the package?
- Can you also market and/or list my property and help me get booked?
- Do you leave welcome notes or gift baskets for guests? Do you do anything extra for people who come back?
Operations, Cleaning, Upkeep & Property Care
- Do you allow online booking for owner blocks?
- Do you talk to us about maintenance issues first before making any decisions?
- What do your average guest reviews say? How many stars do you get from happy guests on average?
- How can you make the experience of a guest better than it is for an owner?
- How do you screen incoming guests?
- How do you handle check in at the property?
- Do you have technology that can stop parties or other big events or gatherings before they happen?
- Who cleans my property?
- Who inspects after each clean? Do they perform a walkthrough?
- Who will be providing the landscaping? Pool maintenance? Jacuzzi maintenance?
- For those times when there are no reservations, how often do you check on the property in person to make sure everything is fine?
- Do the cleaners do laundry on-site, or do you hire a service outside of the cleaners?
- Who takes care of repairs and regular “wellness” checks on the property? How do you figure out how good my property is?
- How do you handle maintenance emergencies when they occur?
- What should be done if a guest gets locked out?
- How do you handle guest emergencies when they occur?
- Do the basic things like toilet paper and toiletries come with the property management fee?
- Do you have a contract for management? (Get a copy of this to look it over)
PROPERTY MANAGER INTERVIEW QUESTIONS AND ANSWERS (How to Pass a Property Management Interview)
FAQ
What are your weaknesses as a property manager?
How do I pass a property manager interview?
What makes you a good fit for this position property manager?
What type of questions are asked in a manager interview?
