Property Management Assistant

Description

New Smyrna Beach Property Mgmt and Sales is 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

Requirements

General Administrative Support (Unlicensed Admin Duties)

• 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

Vacation Rental Support

• 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

Long-Term Property Management Support

• 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.

**** By submitting an application, you acknowledge that you have reviewed the job description and confirm that you are able to perform all essential duties and responsibilities of the position, with or without reasonable accommodation.  If you require a reasonable accommodation to complete the application process or to perform the essential functions of the position, please let us know so we can discuss available options.