Front Desk Admin at Empire Management Group, Inc. – Edgewater, Florida

We are seeking a reliable, detail-oriented Receptionist/Administrative Assistant to join our New Smyrna Beach office. This role supports both our long-term property management operations and our vacation rental division. The ideal candidate thrives in a fast-paced environment, communicates professionally, and brings a positive, can-do attitude to the team.

Key Qualifications

• Prior administrative experience required
• Proficiency in Microsoft Word, Excel, and general computer applications
• Experience in vacation rentals, property management, hospitality, or customer service preferred
• AppFolio experience preferred
• Strong communication and active listening skills
• Excellent organizational and multitasking abilities
• Strong problem-solving skills
• Comfortable working in a dynamic, fast-paced environment
• Professional phone and written communication skills
• Familiarity with social media platforms
• Knowledge of local attractions (preferred)
• Availability to work weekends, holidays, and peak seasons
• Must work onsite in the NSB office

Important:
This role cannot show properties or discuss pricing

• Clerical tasks, scheduling, paperwork preparation, data entry
• Coordinate daily office operations
• Answer incoming calls (including booking vacation stays over the phone)
• Manage multiple company email inboxes
• Order and maintain office supplies
• Maintain key logs and lockbox tracking
• Organize and maintain digital files (leases, agreements, invoices)
• Assist with social media content and posting

• Respond to guest inquiries and booking questions
• Send check-in/checkout instructions
• Schedule cleans and inspectors
• Manage reservation portals and booking platforms
• Track payment deadlines (e.g., full payment due 60 days prior)
• Ensure security deposits, leases, and ID copies are received
• Process bookings and guest documentation
• Support maintenance coordination for vacation properties
• Maintain audit-ready files
• Inspect Units

• Answer phones and provide information
• Schedule showings (but not conduct them)
• Data entry and bill processing
• Assist with maintenance coordination
• Track lease expirations and renewals

Compensation: $18/hr – $20/hr (depending on proven AppFolio or vacation rental experience)

Benefits:

• Paid Time Office
• Paid Holidays
• Health, Life, Dental and Vision Insurance
• Milage Reimbursements

Work Conditions

Work Location: This is an on-site position based in our New Smyrna Beach office. Remote work is not available for this role.
Standard Office Hours: Monday – Friday, 9:00 AM – 5:00 PM
Occasional Weekend Availability: While the position is primarily weekday-based, there may be occasional weekend hours required, particularly for property inspections, guest support, and peak seasonal needs.
Environment: customer-facing office with frequent phone and email communication. Routine use of computers, booking platforms, and office software

Physical Requirements: Mainly office-based with standard desk and computer work; occasional tasks may require light lifting, walking and driving in various weather conditions.