Rental Admin at Leland Management, Inc – St. Augustine, Florida

Join our Team! Leland Management is seeking a Rental Admin for one of our communities in the St. Augustine, FL area. Join our team to learn why the Orlando Business Journal has named us one of Central Florida’s Best Places to Work for 15 consecutive years, including winning first place in our category for 2021! The position is full-time (varying days and hours within the range of Monday through Saturday from 8:30am to 6:00pm) with competitive pay and excellent benefits.

JOB SCOPE:
The Rental Administrator reports to the General Manager and is responsible for leading the day-to-day operations for the St Augustine Ocean and Racquet Rental Office. This involves ensuring a safe, clean, and welcoming environment for residents and guests. This position acts as the front-line customer service agent for the Management Team and onsite rental program, fielding most initial inquiries by phone, walk-in, email, or other correspondence.

AREAS OF RESPONSIBILITY:

· Deliver friendly, efficient customer service for all inquiries, including general questions, rental program details, and owner concerns.

· Manage and maintain all office filing systems.

· Assist prospective clients with short-term rental inquiries and bookings.

· Maintain thorough knowledge of the community’s Rental Program policies and procedures.

· Monitor and manage work orders within the rental program software system.

· Respond promptly to all website, email, and phone inquiries.

· Ensure a safe, clean, and organized office environment for staff, residents, and guests.

· Order, track, and maintain office supplies, including toner, paper, and parking passes.

· Oversee office equipment functionality and coordinate repairs as needed (copiers, printers, computers, etc.).

· Process and record payments received via check, money order, or cashier’s check for fees and clubhouse rentals.

· Retrieve and distribute mail daily, including routing invoices to the General Manager.

· Serve as the primary point of contact for all matters related to the Association’s Rental Program.

· Support the General Manager with communications to residents and guests.

· Prepare regular activity reports for the General Manager and Board of Directors’ monthly financial reporting.

· Conduct cleaning inspections of units after each guest departure, reporting any concerns or damages.

· Maintain and monitor rental program linen inventory to ensure adequate supply and condition.

· Complete special projects and additional duties as assigned by the General Manager.

Required Knowledge, Skills & Abilities

· Strong verbal and written communication skills with the ability to provide excellent customer service to owners, guests, and residents.

· Highly organized, self-motivated, and detail-oriented with a proactive approach to daily responsibilities.

· Ability to work independently while also collaborating effectively with team members, residents, and vendors.

· Proficiency in office systems, email, and rental program or property management software.

· Ability to manage multiple tasks, prioritize responsibilities, and respond promptly to inquiries.

· Strong administrative, recordkeeping, and reporting skills with a high level of accuracy.

· Ability to identify and communicate maintenance or housekeeping concerns observed during unit inspections.

Education & Experience

· High School Diploma or GED required.

· Previous experience in administrative support, property management, hospitality, or rental programs preferred.

· Experience working in a customer service–focused environment strongly preferred.

Licenses & Requirements

· Valid Florida Driver’s License preferred.

· Ability to pass a standard drug screening.

Physical Requirements

· Ability to lift up to 25–30 pounds (e.g., office supplies, linens, or small equipment).

· Ability to walk the property and access rental units for inspections.

· Ability to stand, bend, reach, and perform light physical tasks as needed in an office and property environment.