PMS/Tech Administrator

Position Overview

We are looking for a PMS/Tech Administrator to manage and optimize our Property Management System (PMS), ClickUp (project management), HubSpot (CRM), and other operational software. The ideal candidate will oversee day-to-day administration, user support, and system improvements to ensure that all teams are utilizing these tools effectively. By serving as a bridge between business needs and technology, you will play a key role in enhancing productivity, efficiency, and data accuracy across the organization.

Key Responsibilities

1. System Administration

• Configure and maintain our Property Management System (PMS), ensuring data integrity, user permissions, and reliable performance.

• Administer ClickUp, HubSpot, and any related operational software (creating accounts, managing user access, setting up workflows, etc.).

• Monitor system health, troubleshoot technical issues, and coordinate with external vendors or IT teams when needed.

2. User Support & Training

• Provide front-line support to internal teams on daily software usage and best practices.

• Develop and deliver onboarding materials (e.g., quick-start guides, user manuals, training sessions) to help new and existing employees use systems effectively.

• Act as the first point of contact for any system-related queries, escalating complex problems to software providers or the IT department.

3. Process Optimization & Continuous Improvement

• Analyze and document existing workflows within PMS, ClickUp, and HubSpot to identify areas for automation or optimization.

• Propose and implement improvements in processes, leveraging system functionalities (e.g., automation, integrations, custom reports).

• Collaborate with department leads to design solutions that improve efficiency in operations, customer support, maintenance, and other key functions.

4. Data Integrity & Reporting

• Monitor data quality across all systems; conduct regular audits to resolve duplicates, incorrect entries, or incomplete records.

• Generate regular and ad-hoc reports for leadership, providing insights on productivity, operational metrics, and system usage.

• Work closely with department champions or managers to align data structures and reporting requirements.

5. Cross-Functional Collaboration

• Coordinate with the Operations & Systems Manager or Business Excellence team to align technology initiatives with broader business goals.

• Collaborate with the Product Manager (if applicable) or external software teams to request new features or enhancements.

• Communicate system updates, known issues, and upcoming changes to relevant stakeholders.

Qualifications and Skills

• Education: Bachelor’s degree in Information Systems, Business Administration, Computer Science, or related field (preferred).

• Technical Proficiency:

  1. Hands-on experience administering property management systems (e.g., Guesty, Breezeway, custom PMS) is a strong advantage.

  2. Familiarity with CRM tools (e.g., HubSpot) and project management software (e.g., ClickUp, Asana, Trello).

  3. Basic understanding of system integrations, data flows, and API configurations (a plus).

• Analytical & Problem-Solving: Ability to diagnose issues and propose efficient solutions.

• Communication: Strong verbal and written English skills to train users, document processes, and collaborate with technical and non-technical teams.

• Organization & Detail Orientation: Proven ability to handle multiple tasks, prioritize effectively, and maintain consistent data accuracy.

  Key Attributes

• Proactive and Resourceful: Takes initiative to identify gaps and suggest improvements without waiting for direction.

• Team Player: Comfortable working cross-departmentally, translating business needs into technical requirements.

• Customer-Focused: Driven to deliver a positive experience to internal “customers” (staff) and external clients by ensuring systems run smoothly.

  Continuous Learner: Eager to keep up with new features, best practices, and industry trends in property management and CRM platforms.