Villa Management Bali

If you already own your own villa in Bali, or are in the process of buying or having one built, then congratulations I am sure you will have a great holiday home in a wonderful and fascinating island.  

However a villa in Bali is much more than that.  It is an asset that has monthly costs (staff, utilities etc.). It also some fairly significant commitments with respect to villa management, Bali local authorities relationships, maintenance planning etc. Managing your villa and controlling the costs is going to be one of your key challenges.

One great way though to offset those costs is to look at renting your villa out to guests. For most villas this is really not a problem if you know what you are doing. What is more with short term rentals that we specialise in, you can still stay at your villa when you want.

Villa Management Bali – Overview

The first thing you need to look at is marketing your Bali villa, which does bring a whole new set of challenges: Setting up and maintaining listings and websites; organising marketing and advertising campaigns; dealing with guest enquiries and complaints; sorting out the logistics for getting guests to and from the villa; and making sure that the villa meets guests expectations. This requires regular inspections, training for staff, and sometimes new investment in new facilities and equipment.

If you are new to renting out your villa, then it can also involve getting all the correct paperwork and authorisations in place. This includes correct tax registration and getting a local Guest House Licence (Pondok Wisata). It also means recruiting and training the staff that you need, and making sure you comply with the many legal obligations for employing staff such as correctly paying taxes, meeting minimum wage obligations, calculating and paying obligatory state insurance etc.

We know that for some owners this can be challenging, particularly if they are based overseas. To market your villa effectively involves time and effort that many owners simply do not have. 

The team here at Secluded Bali Villas are here to help though. Our team have been doing this for years for our own villas, and for different villas in different locations all around Bali and indeed Indonesia.

Secluded Bali Villas – Background

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Tom & Rene are the owners of and own several villas in Bali. We have successfully marketed and managed our own villas for almost 15 years now. Now we have gathered a great team here at Secluded Bali Villas to help other owners too with their villa management Bali.

We don’t consider ourselves as agents, as the service we offer to villa owners is much more personal and individual than any agent could offer, however it is worth explaining how most “agents” work, and why we are different.

Other Agents – What they Offer.

There are basically two main kinds of marketing agents for villas. 

Firstly there are the Local Agents.  These will take the details of your villa (sometimes without your knowledge) and post them on their own website.  If the agent gets a guest enquiring after your villa, then they will contact you, ask for a commission. Typically this is between 10% to 20% of the revenue.

But Local Agents have normally never seen your villa. They cannot answer any detailed questions and so often just pass them on to you.  Also your villa is normally just one from hundreds of villas on their site. So most Local Agents normally only have enough traffic to give you one or two bookings a year – but their costs are low and that is really all they need to run their business.

Specialised Local Agents can be useful to fill a gap, or a last minute booking. But for us they charge too much for what they offer (particularly with our villas running at our target of 70% occupancy anyway). They also add complexity and difficulty to the booking process for the owner – often by promising facilities or services to guests that are not actually provided. Finally they introduce an additional payment risk (we have had agents not pay us despite the guest paying the agent).

The second type of agent is the “Luxury Agent”, which you enter into a formal long term contract with.  Luxury Agents normally offer a good professional service, but at a high cost. Typically they charge 30% of gross revenue as their fee. On top of that they usually still expect owners to pay more for any marketing outside of the agent’s website.  Luxury Agents make few guarantees, and often retain intellectual property rights, making it difficult and costly for owners to ever leave, as it means losing access to websites, photos and other marketing materials.

Both types of agent however are the same in that they deal with hundreds of different villas and so rarely, if ever, really know your villa personally.  Even Luxury Agents seldom, if ever, will actually visit your villa. The staff that answer enquiries for agents are usually local Indonesian. They will almost certainly have never even stayed in a villa before, let alone your villa. It is almost impossible therefore for agents to offer the personal tailored service to owners that we do.

Villa Management Bali – Our Marketing Service

We offer a quite different service to both Local Agents and Luxury Agents. As owners ourselves we designed our service to be exactly what we as owners would have wanted if were looking for someone to market and or manage our villas for us.

Firstly our service is very personal.  We currently list only about eighteen villas on our site, and plan not to list many more than that. We believe that we can only effectively market your villa if we know your villa. If your villa is just one of hundreds listed that is just not possible.  Limiting the number of villas that we list, means we can and do regularly visit and inspect your villa personally. This means not only do we really know your villa, and your staff, but also we can invest time to help you ensure that your villa meets what guests expect and want as well.

Secondly we do everything for you.  We sort out your villa’s listings, adverts, photos, websites, Facebook page and anything else to do with promoting your villa for rental. Unlike most agents we pay for these costs ourselves. We also deal with all guest enquiries, complaints and logistics. We can even extend our service to helping you manage and staff your villa.

Thirdly, we are able to check all guests that enquire if they are suitable to stay at your villa.  Because our Marketing Service is exclusive, ALL enquiries come to us, and because we only market a limited number of villas, we know your villa, and know if it is suitable for certain guests or not, and we also know what you as the Owner, want and do not want.  So we can, and frequently do, turn down guests that are not suitable for a certain villa.

Finally as owners ourselves we wanted the option one day to do this ourselves – and so that is what we offer you as well. At the end of your contract with Secluded Bali Villas, we hand to you all the Marketing Materials. This includes websites, photos, listings, adverts etc. for your villa. So if you want to market and manage your villa yourself, you can. Although of course we hope and expect that our service will be so good that you will want to stay with us!

Hopefully this gives you an idea of the service that we offer, but read on for more details.

Villa Management Bali – Our Management Service

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So now you have guests are coming to your villa. But now you need help to ensure that the bills are paid, the villa is maintained and that you have the right equipment and facilities that guests need. This is where our Villa Management service comes in.

Secluded Bali Villas will work with the staff at your villa to make sure this all happens. At the end of each month we provide report showing exactly what has been spent and where.

We will regularly inspect your villa, and identify maintenance and other issues, and work with you to make sure these are addressed.

For more details check out our Villa Management Service

Villa Management Bali – Our Staffing Service

If you are setting up a villa for the first time, then we can also find you the staff you need, and help to train them too.

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Tom with the staff at Villa Talia Vashti

Even if you already have staff, there are legal obligations which you as an employer have to meet. We can help ensure that you do, particularly in areas such as obligatory Health Insurance, Work Place Injury Insurance, Pension and THR and Legal Minimum Wage obligations.

Finally if staff leave, we will step in and find the new staff for you, and help in their training, by placing them in others of our villas, and by regular inspections and feedback on performance.

For owners that sign up to our Villa Staffing Service, we can sort all this out for you so you do not have to worry about it. The staff though still remain employed by you as the owner.

Villa Management Bali – Summary

Our standard Villa Management service to Owners starts with the Villa Marketing Service.

We provide the Villa Management Service and the Villa Staffing Service as extra services for those owners that want them on top of the basic Villa Marketing Service.

Unfortunately this means that at this time we are not able to provide a Villa Management Service or Villa Staffing Service unless you as an owner also wish to have the Villa Marketing Service.

If you just want a Villa Management or Villa Staffing Service, then we can though recommend to you other service providers that can provide just these services.