PMS/Tech Administrator

Job Description

Position Overview

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.

• 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.
• 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.
• 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.
• 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.
• 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.

• Education: Bachelor's degree in Information Systems, Business Administration, Computer Science, or related field (preferred).
• Technical Proficiency:
• Hands-on experience administering property management systems (e.g., Guesty, Breezeway, custom PMS) is a strong advantage.
• Familiarity with CRM tools (e.g., HubSpot) and project management software (e.g., ClickUp, Asana, Trello).
• 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.

• 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.