Onsite Rental Coordinator (Celebration)

RealManage•Celebration, FL

7d•$20 - $21•Onsite

About The Position

Manage Elevated Onsite is a division of RealManage, a company that specializes in the management of community associations with onsite staff. Our mission is to provide the best possible lifestyle HOA management services to our partner communities by encompassing the Best People, Best Technology, and Best Service reputation of RealManage and its CiraConnect division. The RealManage Elevated Onsite professional staff has decades of experience managing age-restricted communities, luxury high-rise condominiums, co-ops, urban mixed-use, and large-scale single-family developments with complex amenities. Our focus is on customer service and lifestyle for the residents and the boards we serve- ensuring that the community receives the finest management in the industry. RealManage Elevated Onsite is a values-based company with the following values as our guiding principles: Integrity: We always do the right thing. Respect: For our customers, employees, and company, mutual respect is the cornerstone for every RealManage relationship. Selflessness: More than teamwork; we are part of something special and much larger than any of us. Personal Relationships: We are a professional services company; people do business with people they like. Always Improving: Never satisfied, always learning, and always growing; one is either getting worse or getting better...never staying the same. At RealManage, we are always getting better. Join RealManage Elevated Onsite's fast-growing team, where energy, teamwork, innovation, and contribution are highly valued. Each branch proudly serves a diverse mix of single-family, townhome, and condominium communities. These community associations are of all sizes, from small communities to large, master-planned communities. RealManage has earned the prestigious Certified™ recognition from Great Place to Work®, a global authority on workplace culture, employee experience, and leadership excellence. This accolade is a testament to the positive feedback from our employees about their RealManage experience. Property Summary The Celebration Community was formed with the concept of building a better place and a better way to live. There’s a reason Celebration is not a town, but a community in every positive sense of the word. In order to draft a blueprint for fulfilling such a vision and oversee its creation, the Walt Disney Company founded The Celebration Company. Utilizing the combined experience of a specialized group of world-renowned city and social planners, as well as the best architects of our time, The Celebration Company conceived five principles that would guide every aspect of the community’s creation. Those five guiding principles known as the Celebration Cornerstones, consist of: Sense of Community, Sense of Place, Focus on Technology, Focus on Education & Focus on Health. This is a beautiful masterplan community situated in northwest Osceola County, Florida. The homes and condominiums are a cross-pollination of Classical, Colonial, French, Coastal, Mediterranean, and Victorian exteriors with modern floor plans. Most homes have a welcoming front porch and access to rear garages via a service alley. Residential offerings include single family terrace, bungalow, garden, cottage, village, manor and estate homes along with townhomes and condominiums. Residents enjoy large recreational areas with multiple amenities, a Community Center, over 40 neighborhood parks and more than 26 miles of walking trails. Commercial areas include Downtown Celebration, Shoppes at Celebration Place and Water Tower Shoppes with multiple restaurants and shops. Within the Community’s boundaries residents benefit from schools (Celebration K-8, Celebration High School, Foreign Language Immersion School), Osceola County Fire Station, office complexes, a boutique hotel, gas stations, churches and AdventHealth Hospital and Fitness Centre. Celebration has approximately 10,000 residents and 4,300 homes and condos. Position Summary The Rental Coordinator/Concierge serves as the primary point of contact for residents, guests, vendors, and prospective renters while overseeing the Association's facility and amenity rental program. This position delivers exceptional customer service by providing concierge-level assistance, coordinating reservations, executing rental agreements, collecting fees, and ensuring events are successfully planned and supported from inquiry through completion. The Rental Coordinator/Concierge is responsible for maximizing rental revenue, promoting Association facilities, maintaining positive relationships with residents and non-resident clients, and ensuring all rentals comply with Association policies and procedures. The Rental Coordinator/Concierge enhances the resident experience while serving as an ambassador for the Association. Through exceptional customer service, effective event coordination, and proactive rental management, this position contributes to the financial success of the Association by maximizing facility utilization and creating outstanding experiences for residents, organizations, and visitors.

Requirements

Minimum of three (3) years of experience in hospitality, event coordination, facility rentals, customer service, property management, recreation management, or a related field.
Experience coordinating multiple events and reservations simultaneously.
Experience handling contracts, customer payments, and administrative documentation preferred.
Experience within a homeowners association, municipality, resort, community association, or hospitality environment is preferred.
Exceptional customer service and interpersonal skills.
Strong verbal and written communication abilities.
Excellent organizational and time management skills.
Ability to manage multiple priorities while meeting deadlines.
Strong attention to detail.
Ability to resolve customer concerns diplomatically and professionally.
Working knowledge of Microsoft Office Suite.
Ability to learn reservation management and property management software.
Basic bookkeeping and cash-handling skills.
Ability to prepare reports and maintain accurate records.
Ability to work independently while functioning as part of a collaborative team.
Professional appearance and demeanor.
Ability to maintain confidentiality.
Ability to sit or stand for extended periods.
Ability to walk throughout Association facilities.
Ability to lift and carry up to 25 pounds.
Ability to perform facility inspections before and after events.
Ability to work occasional evenings, weekends, and holidays based upon scheduled events.
Ability to stand and walk for extended periods throughout the workday.
Ability to climb stairs, ladders, bend, stoop, kneel, crouch, or reach frequently.
Ability to lift, carry, push, or pull objects up to 50 pounds regularly and occasionally heavier with assistance.
Manual dexterity to operate tools, equipment, and machinery safely.
Visual acuity to inspect equipment, read gauges, and perform detailed tasks.
Hearing ability to detect alarms, equipment sounds, and verbal instructions in noisy environments.
Ability to work in varying environmental conditions (heat, cold, dust, noise, outdoors).
Ability to wear and use appropriate personal protective equipment (PPE).
Ability to work varying schedules, including evenings, weekends, on-call, and overtime as required.

Nice To Haves

Associate degree preferred in Hospitality Management, Business Administration, Event Management, Recreation Management, Marketing, or a related field.
Equivalent experience may be substituted for education.

Responsibilities

Coordinate all reservations for Association facilities, meeting rooms, event venues, parks, pavilions, recreational amenities, and other rentable spaces.
Respond promptly to rental inquiries from residents and non-residents.
Conduct facility tours for prospective renters.
Prepare rental proposals, agreements, permits, invoices, and related documentation.
Collect rental fees, deposits, insurance certificates, and required documentation.
Maintain an accurate reservation calendar utilizing reservation management software.
Ensure rentals comply with Association policies, governing documents, insurance requirements, and operational procedures.
Coordinate room setups and special event requirements with Operations, Maintenance, Security, Information Technology, and contracted vendors.
Conduct pre-event and post-event inspections.
Document damages or policy violations and coordinate follow-up as necessary.
Process security deposit refunds in accordance with established procedures.
Promote Association rental facilities and amenities to maximize utilization and revenue.
Develop relationships with local businesses, organizations, and community groups.
Assist with marketing initiatives for facility rentals.
Recommend improvements to increase occupancy and customer satisfaction.
Monitor rental trends and identify opportunities for expanded programming or services.
Maintain accurate rental records and customer files.
Prepare correspondence, reports, invoices, and rental documentation.
Process payments and maintain financial records in accordance with Association procedures.
Reconcile rental revenues and deposits.
Generate monthly reports on rental activity, occupancy, and revenue.
Maintain office supplies and rental-related materials.
Assist with special projects and departmental administrative functions.
Coordinate with internal departments to ensure facilities are prepared for scheduled rentals.
Communicate maintenance or repair needs identified during inspections.
Ensure facilities meet cleanliness and safety standards prior to rentals.
Monitor compliance with occupancy limits and safety regulations.
Assist with emergency response procedures when necessary.