Job Description

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.


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Key Responsibilities

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

: 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.

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.