Administrative Assistant-Clubs & Rental Owner Relations presso Sandestin Beach and Golf Resort

Enjoy working steps away from the beach, with a team that knows how to work hard and have fun. Perks include a resort environment, employee discounts, and the satisfaction of knowing your work directly impacts the guest experience. Plus, who doesn’t want to say they work at one of Florida’s most iconic coastal destinations?

Position Summary

The Administrative Assistant supports the daily operations of the Sandestin Rental Sales Department as well as Club sales, by managing documentation, communication, and property listing updates. This role ensures a seamless experience for property owners and guests by overseeing electronic agreements, MLS updates, welcome communications, and accurate record-keeping. The Rental Sales Coordinator serves as a vital link between owners, management, and internal departments to drive efficiency, accuracy, and exceptional service.

Key Responsibilities

Documentation & Workflow Management

• Prepare, send, and track rental agreements and related documents through DocuSign for owner signatures and approvals.
• Save and organize signed documents in designated shared drives for easy access and compliance.
• Maintain and update the management fee tracker to ensure accurate reporting and billing.
• Process and manage online paperwork to support onboarding and compliance requirements.

Owner & Guest Communication

• Draft and distribute welcome emails to new property owners and guests, highlighting key details and resort information.
• Manage property management emails, including updates, reminders, and responses to inquiries.
• Send lock code reminders and revised notifications securely and on time.
• Track and support referral communications, ensuring follow-up and reporting.

Property Listings & Marketing Support

• Update and maintain accurate MLS listings for rental properties, including descriptions, features, and photos. This is for the booking engine and channel management systems.
• Assist with the creation and updates of property walk reports and feature sheets to support sales and marketing efforts.
• Ensure that all rental listings and marketing documents are accurate, professional, and aligned with Sandestin standards on channels and website.

Collaboration & Department Support

• Partner with the Property Management team to coordinate property readiness and communication.
• Collaborate with Marketing to ensure consistency in messaging and property presentation.
• Provide administrative support for special projects, reporting, and departmental needs as directed by leadership.

Qualifications

• Associate’s degree in Business, Real Estate, Hospitality, or related field (Bachelor’s preferred).
• 1–3 years of experience in real estate, property management, or hospitality administration.
• Proficiency in DocuSign, MLS platforms, and Microsoft Office Suite.
• Strong organizational skills with exceptional attention to detail.
• Excellent written and verbal communication abilities.
• Ability to handle confidential information with discretion.

Core Competencies

• Customer Service Excellence – Creates a professional and seamless experience for owners and guests.
• Detail Orientation – Maintains accurate records and communications across platforms.
• Efficiency & Follow-Through – Completes tasks on time and ensures processes are tracked and documented.
• Team Collaboration – Works effectively with internal teams to support departmental success.
• Adaptability – Adjusts quickly to shifting priorities and embraces multiple system platforms.

Work Environment & Schedule

• Primarily office-based with occasional property site walks.
• Full-time position, with flexibility to support seasonal demand or urgent property needs.

EOE M/D/F/V