Office Administrator- Vacation Rentals

Coco Plum Vacation Rentals • Full-time • Marathon, FL, US • $22 - $25 / hour • 3w ago

Overview
We are seeking a dedicated and detail-oriented Vacation Rental Administrator to join our dynamic team. The ideal candidate will excel in managing various administrative tasks, ensuring the smooth operation of vacation rental properties, and delivering exceptional service to both property owners and guests. This role involves a mix of property inspections, clerical duties, vendor coordination, and customer interaction.

Key Responsibilities:

- Property Inspections: Conduct property inspections as needed to ensure compliance with company standards and address any maintenance issues promptly.

- Housekeeping Invoices: Manage housekeeping invoices and streamline the process, potentially using Breezeway or similar tools to reduce time spent on manual tasks.

- Onboarding New Properties: Facilitate the onboarding process for new properties, including documentation, listing setup, and integration into the rental management system.

- Licensing: Ensure all properties meet local and state licensing requirements, including renewals and updates as needed.

- Monthly Inventory: Conduct and manage monthly inventory of property supplies and equipment, ensuring adequate stock levels.

- Credit Card Reconciliation: Perform credit card reconciliation for expenses related to property management and operations.

- Clerical Work: Handle various clerical tasks such as filing, organization, and maintaining accurate records.

- Printing Vendor Checks: Prepare and print checks for vendors as part of the accounts payable process.

- Social Media Management: Use Facebook and other platforms to assist with leads, engage with potential guests, and promote properties.

- Open Houses: Organize and conduct open houses to showcase properties to potential renters or buyers.

- Phone Management: Answer phones and respond to inquiries from guests, property owners, and vendors in a professional manner.

- Vendor Coordination/Scheduling: Coordinate and schedule vendors for maintenance, repairs, and other property needs.

- Order Management: Manage orders for property supplies, equipment, and other necessary items.

Qualifications:

- Proven experience in administrative roles, preferably within the vacation rental or property management industry.

- Strong organizational skills and attention to detail.

- Excellent communication skills, both written and verbal.

- Proficiency in using property management software and tools such as Breezeway (or similar) preferred

- Proficiency in computer software programs such as Excel, Word, Adobe, DocuSign

- Ability to manage multiple tasks and prioritize effectively.

- Basic understanding of financial processes, including credit card reconciliation and invoicing.

- Comfortable using social media platforms for business purposes.

- Professional demeanor and excellent customer service skills.

- High school diploma or equivalent; associate’s or bachelor’s degree in business administration or related field preferred.

Additional Requirements:

- Must have reliable transportation for property inspections and vendor coordination.

- Saturday availability preferred

- Flexibility to work irregular hours, weekends, and holidays as needed.

Job Type: Full-time

Pay: $22.00 - $25.00 per hour

Benefits:

401(k)
Paid time off

Work Location: In person

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