What do successful property managers do differently? We don’t just manage properties—we manage people, priorities, and potential. In a fast-moving market like Central Florida, staying on top of local laws, shifting rental trends, and guest expectations is non-negotiable.
If you’re wondering how to be a good property manager in Orlando, here’s the truth: it takes more than checklists.
It takes heart, hustle, and high-level strategy—and I’m here to show you how we do it right.
Must-Have Property Manager Skills and Responsibilities (for Short-Term Rentals)
If you want to thrive as an Airbnb property manager in Orlando or anywhere in Central Florida, you need more than charm and a welcome basket. You need real, day-to-day property management skills that keep bookings flowing and five-star reviews rolling in.
Here’s what successful property managers do differently in the short-term rental world:
- Guest screening: You don’t just accept every booking. I verify profiles, check for red flags, and make sure the guest aligns with the vibe of the home. That’s how you avoid headaches and protect your property.
- Dynamic pricing + booking strategy: Knowing how to manage a property means knowing how to price it. I adjust rates daily using real-time demand data, so my listings stay competitive—and booked.
- Turnover coordination: Cleanings aren’t optional. They’re expected. I schedule hotel-level cleanings, fresh linens, and full inspections between every stay.
- Guest messaging & support: Effective communication is the backbone of short-term rentals. I respond to every message, answer every question, and solve issues fast because five-star reviews are built into the inbox.
- Local law & tax compliance: In Orlando, Kissimmee, and Davenport, short-term rental laws are serious. I handle Polk County TDT filings, BTR licenses, and HOA rules so my owners never worry about compliance.
Want to know how to be a good property manager? Start by mastering these property manager skills and responsibilities. Skip the guesswork. This is how it’s done.
Want to Win? Start Thinking Like a Strategist
The first thing successful property managers do differently? They stop treating Airbnb like a side hustle and start managing it like a business.
In a high-demand market like Orlando, guessing won’t cut it. Whether you’re hosting a 4-bedroom villa in Storey Lake or a pool home in ChampionsGate, strategic thinking sets the pace for profitability.
Here’s how to build that mindset:
1. Know What’s Hot (And What’s Not) in the Market
How can you compete if you don’t know what travelers are booking, when they’re booking, or how much they’re willing to pay?
Stay on top of the real estate market and local laws by:
- Tracking neighborhood-specific trends (e.g., 4BRs in Windsor Island book better than 3BRs in peak season).
- Watching platforms like AirDNA or Key Data for insights into occupancy, ADR, and guest demographics.
- Studying your competitors: What amenities do they offer? What do their calendars and reviews say?
The Orlando short-term rental market moves fast. You need to move faster.
2. Don’t Just Guess—Know the Rules
If you think Airbnb hosting is all about key handoffs and cleaning crews, think again.
Short-term rentals in Central Florida come with layers of legal responsibility. You’ve got:
- Polk and Osceola County tourist development tax (TDT) filings
- BTR (Business Tax Receipt) licenses
- Zoning laws and HOA restrictions
- STR caps, noise ordinances, and trash policies
If you don’t know what you can or can’t do, you risk fines, suspension, or worse. Property manager skills and responsibilities start here: know how to manage a property by keeping it legal and compliant.
3. Let Data Drive Your Decisions
Gut feeling is great, but numbers are better.
Successful property managers track property performance with data like:
- Occupancy rate
- Average Daily Rate (ADR)
- Revenue per Available Night (RevPAN)
- Booking windows and lead times
- Review trends and cancellation rates
We don’t just collect that data—we use it. If a property gets low midweek bookings, we adjust the price. If guests mention slow Wi-Fi, we upgrade. Tracking is step one. Acting on it is what makes a great property manager.
4. Don’t Set It and Forget It—Price Like a Pro
Airbnb pricing isn’t about guesswork—it’s about real-time strategy.
I use the best dynamic pricing software and a custom rental pricing tool to:
- Adjust rates daily based on demand, holidays, and local events
- Identify underbooked dates and offer last-minute discounts
- Set minimum stays to maximize turnover efficiency
- Strategically open or close calendar gaps
Think of pricing like an engine. You’ve got to tune it constantly if you want peak performance.
5. Build a Business Plan for Each Property
Your 5-bedroom villa with a home theater? Different guest. Different strategy. Different income potential.
Planning tips for property management professionals always start with one thing: customization.
For each home, I map out:
- Revenue targets
- Guest persona (families, snowbirds, digital nomads?)
- Marketing strategies
- Maintenance schedule
- Reinvestment timeline
Because managing your largest investment shouldn’t be cookie-cutter, each listing is its own brand and deserves a business plan that matches.
Successful property managers in Orlando don’t leave anything to chance. They lead with strategy. They plan like pros. And they stay curious. Because when you’re running a six-figure short-term rental? You can’t afford not to.
It’s Not Just Business—It’s Hospitality
You can have the perfect pricing strategy and a spotless home—but if your communication sucks, so will your reviews. Ask any five-star Airbnb host what makes the difference, and they’ll say the same thing: how you treat people.
That’s why the best vacation rental property managers don’t just automate—they connect. Effective communication is the backbone of Airbnb’s success, especially in high-touch markets like Orlando, Davenport, and Kissimmee.
Let’s talk about how to do it right:
6. Speak Clearly. Follow Through.
Guests don’t want generic auto-replies. Owners don’t want vague answers.
Great property managers communicate clearly, consistently, and with purpose.
That means:
- Confirming bookings with clear check-in info
- Sharing house rules in a friendly, human tone
- Following up after checkouts to ask for feedback
- Giving owners proactive updates (not just when something breaks)
Pro tip: Always answer with clarity and next steps. A confused guest is a bad review waiting to happen.
7. Speed = Trust
You don’t have to respond in 5 seconds—but in the world of short-term rentals, response time matters more than you think.
Guests are often booking on-the-go. They’re nervous, excited, or have a flight in 6 hours. Owners might be in another time zone.
To build trust, respond quickly to questions or concerns. That means:
- 24/7 guest messaging
- Emergency text/phone support
- Fast action when there’s an issue (A/C down, code not working, etc.)
At FunStay, I make sure guests hear from a human, not a chatbot. And that’s what earns us five-star communication scores over and over.
8. Listen Like It’s Your Job (Because It Is)
You can’t fix what you don’t hear.
That’s why successful property managers practice active listening to both guests and homeowners.
Listen for:
- Guest pain points in reviews or messages (“It was noisy” = upgrade the door seals)
- Owner goals and frustrations (“I need more midweek bookings” = change minimum stays)
- Repetitive feedback (“Wi-Fi too slow” = upgrade the router yesterday)
Don’t just react. Anticipate. That’s what separates pros from amateurs.
9. Set Boundaries with Confidence
Guests don’t read the house rules. Owners sometimes forget their own policies. You’ve got to set expectations early—and enforce them gracefully.
That means:
- Clear check-in/out times
- Pool safety rules and quiet hours
- No-pet or no-party policies (and the confidence to hold the line)
- Owner education on local rules, licensing, and pricing realities
A high aptitude for customer service isn’t about saying yes to everything. It’s about managing expectations before there’s a problem.
10. Lead with Kindness—Especially in Conflict
Someone broke the blinds. A neighbor is complaining. A guest wants a refund.
Now what?
Exhibit empathy and kindness, always. Then resolve with calm confidence. That looks like:
- Apologizing without blame
- Offering solutions, not excuses
- Protecting your owner’s property and reputation
- Staying calm when emotions run high
Conflict is inevitable. But when handled well? It can actually build loyalty.
Guests might not remember the issue, but they will remember how you made them feel.
Being a property manager means being a customer service expert. Every message is a chance to build trust, loyalty, and reputation. If you want five-star results, it starts with five-star communication.
Stay Organized or Fall Behind
Look—I don’t care how charming you are or how beautiful your property is. If your operations are a mess, it’s only a matter of time before the bad reviews roll in.
Being a property manager means living by systems. And in the vacation rental world, where things move fast and expectations are sky-high, those systems have to run like clockwork.
Let me show you how successful property managers keep everything on track.
11. Turnover Chaos? Not on My Watch
If you’ve ever had a guest check out at 10 a.m. and another check in at 3 p.m., you already know: turnover day is game day.
That’s why I create detailed checklists for turnovers and maintenance.
Not just for my cleaners, but for myself.
My checklist includes:
- What gets cleaned, restocked, and photographed
- Maintenance items to spot (AC filters, lightbulbs, pool gate locks)
- Replacements for guest extras (coffee pods, toiletries, local guidebook)
- Final walkthrough notes and team sign-off
It’s how I prevent disasters—and protect five-star reviews.
12. Don’t Rely on Memory—Use Software
Post-its are not a business plan. If you’re serious about Airbnb property management, use tools that keep you on task.
I use property management software to:
- Set reminders for taxes, licenses, and guest messages
- Track bookings, reviews, and income
- Schedule cleanings and maintenance with my team
- Monitor calendars across Airbnb, VRBO, and more
Good organizational skills don’t mean working harder. They mean working smarter.
13. Maintenance: If You Don’t Schedule It, You’ll Regret It
That pool heater? It’s going to die during a Christmas booking.
The AC filter? It’s going to clog the day you’re out of town.
Avoid the drama. Set up recurring maintenance calendars for:
- Pool service
- Pest control
- HVAC filter replacement
- Deep cleans
- Lawn care (especially in resort communities like Storey Lake or Windsor Island)
Preventative work saves money and reviews.
14. Have Your Paper Trail Ready
Airbnb doesn’t care if you “thought you paid the TDT tax.” Neither does Polk County.
Being a property manager means staying on top of your documents.
I keep digital folders (organized by property) for:
- Permits (BTR, rental licenses, HOA forms)
- Receipts and tax filings
- Vendor contracts
- Owner agreements and communication logs
That way, when something goes wrong, I’ve got the proof—and the process.
15. Your Vendor List Is Gold
Here’s a hard truth: your network is your emergency plan.
That’s why I keep a detailed list of trusted vendors and contractors, including backups.
Electricians. Plumbers. Pool techs. Cleaners. Pest control.
And yes, I test them before there’s a midnight issue.
You don’t want to be Googling “AC repair near me” when your guest is sweating.
Organization isn’t a bonus skill—it’s the backbone of short-term rental success. If you want to scale, protect your reputation, and stay sane, systemize everything.
Master Short-Term Rental Marketing (and Keep Guests Coming Back)
When you’re managing short-term rentals in a hot market like Orlando, Davenport, or Kissimmee, you can’t just throw up a listing and hope for the best.
What makes a successful property manager is the ability to market smart, fill your calendar, and turn one-time guests into repeat bookers.
Let’s talk about how successful property managers actually do that.
16. Your Listing Is Your First Impression—Make It Count
If your Airbnb description starts with “Welcome to my cozy home,” we need to talk.
I write compelling, SEO-optimized listings that:
- Hook readers in the first sentence
- Highlight what makes the space unique (game room? pool? walk to Disney?)
- Include keywords like “family-friendly vacation home near Disney”
- Set expectations clearly to prevent misunderstandings
💡 Pro tip: Use ChatGPT to brainstorm title variations—but always tweak them with your own local flair.
17. Don’t DIY Your Photos (Seriously)
You know what doesn’t book? Dark, crooked iPhone photos with wrinkled bed sheets.
I invest in professional listing photography because it pays off—period.
Your gallery should:
- Start with the strongest room (usually the pool or living space)
- Show full-room shots with natural lighting
- Highlight key amenities (game consoles, bunk beds, spa tubs)
- End with a clean, welcoming front exterior
✨ Airbnb’s algorithm loves high-quality images—and so do guests.
18. Promote Across Platforms, Not Just Airbnb
Want more visibility? Think beyond Airbnb.
I promote listings across:
- Airbnb (of course)
- VRBO
- Booking.com
- Expedia
- Google Vacation Rentals
- Facebook & Instagram (organic and paid)
- Pinterest for seasonal stays or themed homes
Smart marketing for property managers = more exposure = more bookings.
19. Sell the Experience, Not Just the Home
Guests don’t just want a rental—they want a reason to stay in yours.
That’s why I highlight:
- Proximity to Disney, Universal, ESPN Wide World of Sports
- Resort perks (lazy rivers, tiki bars, arcades, etc.)
- Kid-friendly extras (pack ’n plays, strollers, themed bedrooms)
- Business perks (desks, fast WiFi, coffee stations)
The more value you show, the more you’re worth.
20. Follow Up & Turn Guests into Superfans
Retention matters—even in vacation rentals.
After a guest checks out, I:
- Thank them personally and invite them back
- Offer rebooking discounts via email or DM
- Request reviews (nicely and within Airbnb’s rules)
- Track return guests in a CRM or spreadsheet
When guests feel appreciated, they come back—and they bring friends.
Being a successful property manager means knowing how to market well and deliver repeat-worthy experiences. A great listing gets clicks. A great experience builds a business.
Stay Ahead with Proactive Maintenance (Your Reviews Depend On It)
Here’s the truth: You can have the perfect listing, killer photos, and a five-star location…
But one A/C outage or broken pool pump in July? That’ll tank your reviews.
Successful property managers don’t wait for things to go wrong—they prevent them.
Here’s how to stay ahead while managing your Airbnb listing like a pro.
21. Schedule Seasonal Inspections Before Trouble Hits
Every short-term rental has its own rhythm. In Florida, that means checking the A/C before summer, the pool heater before winter, and the roof after hurricane season.
I schedule quarterly walk-throughs and inspections for:
- HVAC systems
- Plumbing leaks
- Pest activity
- Appliance wear and tear
- Exterior safety issues (pool gates, lights, etc.)
📅 It’s all about spotting small issues before they become expensive guest refunds.
22. Offer 24/7 Repair Response (Yes, Even at Midnight)
It’s 2 AM. A guest’s toilet is leaking. Are you picking up the phone?
One of the core property manager responsibilities is being there when things go wrong.
At FunStay, I have a local repair network ready to go—licensed, vetted, and fast. Whether it’s a power outage, broken WiFi, or a jammed door lock, we act quickly to fix it before it affects a review.
23. Vet Vendors Like a Pro
Anyone can call a handyman. A great Airbnb property manager builds a trusted bench.
I compare vendors based on:
- Response time
- Quality of work
- Pricing
- Guest satisfaction
- Emergency availability
Once I find someone reliable? I keep them busy, and they prioritize my calls.
24. Use Preventive Maintenance Calendars
Short-term rentals need love year-round. That’s why I use preventive maintenance schedules to:
- Flush water heaters
- Re-caulk showers
- Change filters
- Replace worn linens and towels
- Clean and inspect dryer vents
It’s the boring stuff that protects your 5-star streak.
25. Log All Repairs (and Share with Owners)
Want transparency? I log every fix, photo, invoice, and update in your owner portal.
You’ll always know:
- What happened
- Who fixed it
- What it cost
- If it was a one-time fluke or an ongoing issue
💡 This builds trust and helps with year-end tax write-offs.
Stay Sharp, Stay Ahead
Successful property managers are curious.
They don’t just “set it and forget it”—they improve, evolve, and stay one step ahead of market shifts, tech updates, and guest behavior.
Here’s how to be a good property manager long-term in the short-term rental world:
26. Attend Local STR & Hosting Workshops
From Orlando to Kissimmee, there are always events happening for vacation rental pros. These aren’t just networking—they’re where the next big strategy or tech trend gets shared.
Tip for property managers: Look for Superhost meetups, Airbnb seminars, or local chamber events.
27. Stay Updated on Short-Term Rental Laws
Orlando and Osceola County update their STR regulations often. What was legal last year may need a new permit this year.
Successful property managers know their HOA rules, county ordinances, and how to stay compliant before there’s a fine.
28. Join Hosting Communities and Professional Groups
Whether it’s NARPM, STR-specific Facebook groups, or Reddit’s Airbnb hosting forum, you’ll learn real-time tips, vendor recs, and first-hand insights from other hosts.
Being a property manager means surrounding yourself with other pros who’ve been there, solved that.
29. Subscribe to Real Estate and STR Newsletters
The best in the business read up weekly. From pricing tools to new guest trends, insights can come from places like:
- AirDNA
- BiggerPockets
- STR-focused blogs
- Local Realtor updates
Staying informed = staying booked.
30. Ask for Feedback—and Actually Apply It
End-of-stay messages aren’t just for reviews. Ask what guests loved, what was missing, and what they’d change. Then tweak accordingly.
Tips for property managers: Small changes based on real feedback lead to higher ratings and repeat bookings.
The best property managers don’t just manage—they master the craft. They learn. Improve. Adapt. Because great hosts are always growing.
Be the Property Manager People Remember
In this business, it’s not just about managing a property—it’s about managing experiences.
Guests remember the little things. Owners remember the big wins. And successful property managers? We show up consistently, think strategically, and lead with empathy.
You don’t need to master all 30 practices overnight. Pick one or two. Start there. Refine your process. Build momentum. Before long, you’ll look back and realize—you’ve become the kind of property manager everyone wants to work with.
Because at the end of the day, it’s not just about keys and calendars.
It’s about trust, growth, and building something guests (and owners) talk about long after check-out.
