Rental Department Manager

Location: Seaspray Condominium Resort 

Reports To: General Manager 

Employment Type: Full-Time

Position Overview

Seaspray is seeking an organized, customer-focused, and detail-oriented Rental Department Manager to oversee the daily operations of our rental office. This role is responsible for supervising rental office staff, managing owner accounts and communications, coordinating rental operations, supporting guest services, maintaining financial and administrative records, and ensuring exceptional service for owners and guests.

The ideal candidate is an experienced administrative professional with strong customer service, accounting, and leadership skills who thrives in a fast-paced hospitality environment.

Key Responsibilities

Rental Operations & Customer Service

• Oversee the day-to-day operations of the rental office.
• Supervise, train, and provide guidance to rental office staff.
• Respond to owner, guest, and customer inquiries and concerns in a professional and timely manner.
• Monitor and follow up on rental sales leads and reservation inquiries.
• Assist staff with reservations, telephone coverage, guest requests, and customer service issues as needed.
• Review pending arrivals to ensure all required payments and documentation have been completed.
• Develop, evaluate, and improve rental office procedures and processes.

Owner Relations & Account Management

• Maintain accurate owner records and account information.
• Update owner rental rotation records to ensure equitable distribution of rental income.
• Post owner charges, maintenance assessments, cable fees, and payments to owner accounts.
• Prepare and distribute monthly owner statements and supporting documentation.
• Coordinate owner payments and ensure proper approvals prior to disbursement.
• Verify owner income and expense reporting for annual tax reporting purposes.

Financial & Administrative Responsibilities

• Review and verify daily rental office deposits.
• Enter financial transactions into the general ledger.
• Maintain organized financial and owner records.
• Coordinate with Accounting to ensure escrow and bank account reconciliations are completed before owner payments are released.
• Maintain copies of all owner correspondence and financial documentation.

Property & Seasonal Support

• Update rental rates, cleaning fees, and property information in the property management system.
• Maintain unit inventories and rental program information.
• Coordinate seasonal guest communications and confirmations.
• Assist the General Manager with owner events and special projects.
• Support property operations by coordinating maintenance-related owner communications and work order documentation.

Qualifications

Education & Experience

• High school diploma or equivalent required.
• Three (3) or more years of experience in property management, hospitality, customer service, office administration, accounting, or a related field preferred.
• Supervisory or team leadership experience preferred.
• Equivalent combinations of education, training, and experience may be considered.

Technical Skills

• Proficiency in Microsoft Office Suite (Outlook, Word, and Excel).
• Strong computer, typing, and data entry skills.
• Experience with property management, reservation, and accounting software preferred.
• General bookkeeping and financial reconciliation experience preferred.

Knowledge, Skills & Abilities

• Strong customer service and interpersonal skills.
• Excellent verbal and written communication abilities.
• Ability to manage multiple priorities and meet deadlines.
• Strong organizational skills and attention to detail.
• Ability to maintain confidentiality and handle sensitive information.
• Ability to analyze and resolve routine operational and customer service issues.
• Ability to work independently while collaborating effectively with owners, guests, staff, vendors, and management.
• Proficiency in basic accounting and mathematical calculations, including percentages, rates, and reconciliations.

Additional Requirements

• Valid Florida driver's license.
• Ability to meet company insurability requirements.
• Reliable attendance and punctuality.

Physical Requirements

Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of this position.

• Regularly sit, use a computer, and operate standard office equipment.
• Frequent use of hands and arms for reaching, typing, and handling documents.
• Occasional standing and walking throughout the property.
• Ability to communicate effectively in person and by telephone.
• Ability to view computer screens for extended periods.

Work Environment

• Primarily performed in an office setting.
• Frequent interaction with guests, owners, Board members, vendors, and employees.
• Moderate noise level typical of a hospitality and property management environment.
• Occasional participation in property events, inspections, or owner meetings.

Why Join Seaspray?

At Seaspray, you'll play a key role in creating exceptional experiences for owners and guests while helping maintain one of the area's premier beachfront communities. We offer a collaborative team environment, meaningful work, and the opportunity to make a direct impact on owner satisfaction and rental operations.

Seaspray is an Equal Opportunity Employer and values a diverse and inclusive workplace.