Guest Relations Officer

Guest Relations & Operations Assistant

The Soul Seeds – Ubud, Bali

At The Soul Seeds, we are looking for a trustworthy, organized, proactive, and people-oriented person to join our team in Ubud.

We are looking primarily for an assistant profile, someone who can support us with day-to-day guest communication, booking coordination, supplier communication, and general operational follow-up.

This role is ideal for someone who is flexible, proactive, and highly adaptable. The Soul Seeds is growing, and as the business evolves, we will gradually delegate more responsibilities and tasks to the right person.

We are not looking for someone who simply follows a fixed list of duties. We are looking for someone who can understand what the business needs at any given moment, step in where necessary, and progressively become an important and trusted member of the team.

Key Responsibilities

Guest Relations & Customer Experience

Maintain friendly, professional, and attentive communication with our guests.

Assist guests with questions and requests before and during their experiences in Bali.

Communicate with guests mainly through WhatsApp and other channels.

Provide clear information about bookings, schedules, pickup points, activities, and services.

Handle questions and minor issues quickly and professionally.

Follow up with guests to make sure everything is running smoothly.

Help create a personal, thoughtful, and seamless experience for every traveler.

Booking Coordination

Manage and follow up on bookings for tours, activities, transportation, and other services.

Confirm availability with suppliers and partners.

Coordinate schedules, drivers, guides, activities, and pickup locations.

Make sure every booking contains all the necessary information.

Keep bookings and the operational calendar organized and up to date.

Manage changes, special requests, and last-minute modifications.

Double-check that all services scheduled for each day are properly confirmed and coordinated.

Supplier & Partner Coordination

Communicate with drivers, guides, activity providers, restaurants, hotels, and other local partners.

Request availability, prices, quotations, or information when required.

Confirm services and follow up on reservations.

Maintain professional communication and good relationships with our partners.

Assist with basic follow-up on invoices, payments, receipts, and supplier information.

Help find alternatives when a supplier is unavailable or an issue arises.

Daily Assistance & Operational Support

In addition to guest relations and booking coordination, we are looking for someone who is willing to help with different day-to-day needs of the business.

Depending on the day, this may include:

Organizing information and documentation.

Contacting suppliers and partners.

Following up on pending tasks.

Researching new services, activities, or options.

Handling small operational tasks.

Assisting with occasional purchases or errands.

Coordinating deliveries or services.

Updating internal information.

Supporting the team with any task needed to keep operations running smoothly.

Flexibility is an important part of this role.

There will be regular responsibilities, but there will also be unexpected situations where we need someone who can think independently, adapt quickly, and help solve whatever needs to be handled at that moment.

Role Development

This position is designed to grow together with The Soul Seeds.

At the beginning, the main focus will be:

guests + bookings + suppliers + operational support.

As the person becomes more familiar with the business and demonstrates responsibility, autonomy, and good judgment, we will gradually delegate more responsibilities.

Over time, this may include greater responsibility for:

Daily operations.

Supplier management.

Booking organization.

Guest follow-up.

Documentation and internal information.

Team coordination.

Development of new services and experiences.

Other operational areas within The Soul Seeds.

We are looking for someone who is eager to learn, take responsibility, and grow with the company.

The Profile We Are Looking For

We are looking for someone who is:

Highly organized.

Responsible and trustworthy.

Friendly and warm with guests.

Proactive.

Flexible and adaptable.

Fast and clear in communication.

Detail-oriented.

Comfortable working independently.

Practical and solution-oriented.

Able to manage several tasks at the same time.

Calm when problems arise.

Able to take initiative and find solutions.

Comfortable communicating with international guests.

Comfortable coordinating and negotiating with local suppliers.

Willing to help with different types of tasks when needed.

Requirements

Based in Bali, preferably in Ubud or the surrounding area.

Excellent knowledge of Bali and the local culture.

Fluent or native Bahasa Indonesia.

Good spoken and written English.

Strong communication skills.

Experience dealing with customers or guests.

Comfortable using WhatsApp and basic digital tools.

Own smartphone.

Own laptop preferred.

Own motorbike preferred, with the ability to move around Ubud and nearby areas.

Flexible and available when important operational situations require attention.

Preferred Experience

Previous experience in any of the following areas will be considered an advantage:

Guest Relations.

Hospitality.

Hotels or villas.

Travel agencies.

Tour operators.

Customer service for international travelers.

Booking management.

Tour and activity coordination.

Working with local drivers, guides, and suppliers.

Personal or administrative assistance.

Tourism operations in Bali.

Previous experience in exactly the same role is not essential.

For us, the most important qualities are attitude, reliability, willingness to learn, adaptability, and the ability to solve problems.

What We Are Looking for Long Term

We want to find someone who can gradually become a trusted person within The Soul Seeds.

Someone who understands our guests, our suppliers, and the way we work; who can take on more responsibility over time and help us keep the business organized, professional, and personal.

The main goal of the role is simple:

Take care of our guests, coordinate our services properly, and support the team with whatever is needed to help The Soul Seeds operate better every day.