Property Management Systems Administrator (OE03092026)

About Us

Buddle was founded to address the growing demand for reliable and efficient staffing solutions across diverse industries globally. Our mission is to seamlessly connect businesses with skilled professionals, fostering long-term partnerships that benefit both parties. At Buddle, we prioritise trust, value, and sustainability in every staffing solution we provide.

About the Role

We are looking for a tech-savvy, highly detail-oriented, and systems-focused Short-Term Rental Systems Administrator to join our client's growing holiday rental business. This role is responsible for the administration, optimisation, and ongoing support of the technology and property management systems that underpin the business's short-term rental operations. The role combines strong property management system (PMS) expertise, Trust Accounting knowledge, data accuracy, and technical problem-solving.

A key initial project will be supporting the business's migration from Guesty to Resly. You will be involved in system configuration, property onboarding, data migration and validation, Trust Accounting setup and validation, workflow configuration, testing, issue resolution, documentation, and user adoption. Following the migration, you will take ownership of the day-to-day administration and optimisation of the property management system. This includes onboarding and configuring properties, maintaining property and operational data, supporting Trust Accounting processes, configuring system settings, troubleshooting issues, validating data, supporting users, improving workflows, maintaining documentation, and identifying opportunities to use technology and automation to improve operational efficiency.

This role is ideal for someone who understands short-term rental or property management operations and is equally comfortable working inside software platforms, configuring systems, managing and validating data, working with Trust Accounting processes, troubleshooting issues, and learning new technology.

You will become an important internal resource for the business's property management systems and will work closely with the team to ensure technology supports accurate, efficient, and scalable operations.

Key Responsibilities

Property Management Systems Administration

• Administer and maintain the company's property management system and related business platforms.

• Set up and onboard new properties within the PMS, including property settings, availability, pricing, fees, booking rules, owner details, and operational preferences.

• Configure and maintain system settings to accurately reflect property and business requirements.

• Maintain accurate property, listing, booking, owner, financial, and operational data across systems.

• Perform regular data audits and system checks to identify and correct inconsistencies, missing information, or errors.

• Troubleshoot system and workflow issues and coordinate with software providers or relevant stakeholders when escalation is required.

• Act as the primary internal point of contact for PMS-related queries and provide day-to-day user support.

• Monitor system functionality and identify potential issues before they impact operations.

• Ensure system configurations and property information remain accurate, consistent, and up to date.

Trust Accounting & Financial Systems

• Support the accurate setup and ongoing administration of Trust Accounting within the property management system.

• Set up and maintain owner accounts, management fees, commissions, charges, and other financial configurations within the PMS.

• Ensure income, expenses, fees, and other financial transactions are correctly allocated to the relevant properties and owner accounts.

• Support the setup and maintenance of owner statements and financial reporting.

• Perform financial data checks and reconciliations to identify discrepancies between the PMS, trust accounts, owner records, and other relevant systems.

• Investigate and resolve discrepancies, data inconsistencies, and configuration issues affecting owner balances or financial reporting.

• Validate financial data as part of property onboarding, system configuration, and migration activities.

• Maintain a high level of accuracy and attention to detail when working with property and financial information.

• Work closely with relevant stakeholders to ensure Trust Accounting processes and system configurations accurately reflect business requirements.

Guesty to Resly Migration & Implementation

• Support the migration from Guesty to Resly from preparation through implementation and post-migration support.

• Prepare, clean, validate, and organise property, booking, owner, and financial data prior to migration.

• Configure Resly based on business requirements, property structures, operational workflows, and financial requirements.

• Support the setup of properties, users, integrations, settings, workflows, Trust Accounting configurations, and other system components.

• Conduct system testing and user acceptance testing to identify configuration, data, financial, and workflow issues.

• Validate migrated data and investigate discrepancies or inconsistencies, including property, booking, owner, and financial data.

• Reconcile relevant financial information following migration to ensure data has transferred accurately.

• Document issues, resolutions, system configurations, financial configurations, and key decisions throughout the migration.

• Support the team during implementation and assist with post-migration troubleshooting and validation.

• Help develop user guides, SOPs, and system documentation to support adoption.

• Provide basic training and guidance to users as they transition to the new platform.

Systems Optimisation & Process Improvement

• Review existing workflows and identify opportunities to improve efficiency, accuracy, and scalability.

• Identify repetitive or manual processes that could be improved through system configuration, automation, or better workflows.

• Recommend improvements to PMS functionality, Trust Accounting processes, and operational workflows.

• Support the implementation of new system features, integrations, and business tools.

• Evaluate how different platforms and systems work together and identify opportunities to improve data flow and operational efficiency.

• Maintain an up-to-date understanding of the business's key systems and their capabilities.

• Participate in future system implementations, migrations, integrations, and technology projects.

Data, Documentation & Knowledge Management

• Maintain accurate and reliable system data across the property portfolio.

• Conduct regular audits and validation checks to maintain high standards of data accuracy and integrity.

• Develop and maintain SOPs, system documentation, workflow guides, and user instructions.

• Document system configurations, Trust Accounting processes, workflows, recurring issues, and resolutions.

• Maintain a reliable knowledge base for common system and operational issues.

• Ensure documentation is updated whenever systems, workflows, or processes change.

Operational Support

• Provide systems-related support to the property management and operations teams.

• Assist with property and operational administration where it directly supports the effective use of business systems.

• Support the onboarding and setup of new properties.

• Work with internal stakeholders to understand operational and financial requirements and translate them into effective system configurations and workflows.

• Assist with ad hoc systems, Trust Accounting, and operational projects as required.

About You

We are looking for someone who combines short-term rental/property management knowledge with strong PMS expertise, Trust Accounting experience, technical problem-solving skills, and exceptional attention to detail.

Essential Experience

• 3+ years of experience in short-term rentals, property management, property operations, systems administration, or a closely related role.

• Hands-on experience using and administering a property management system (PMS) or similar operational platform.

• Strong understanding of how property management or short-term rental systems support properties, bookings, availability, pricing, guest information, owners, financial transactions, and day-to-day operations.

• Hands-on experience with PMS configuration and property onboarding, rather than simply using the platform for day-to-day bookings or administration.

• Practical experience with Trust Accounting or property-related financial administration, including owner accounts, management fees, owner statements, financial transactions, and/or reconciliations.

• Strong understanding of the importance of accurate financial and property data within a property management system.

• Demonstrated ability to learn, administer, and troubleshoot new software platforms.

• Exceptional attention to detail, particularly when working with large volumes of property, booking, owner, and financial data.

• Experience performing data validation, audits, reconciliations, or quality checks.

• Strong troubleshooting, analytical, and problem-solving skills.

• Ability to work independently, take ownership, and manage multiple priorities.

• Strong written and verbal communication skills.

• Comfortable working with system configurations, data, workflows, financial information, and process documentation.

• Comfortable supporting users and explaining system processes clearly.

Highly Desirable

• Hands-on Resly experience.

• Experience with Guesty and/or migration from Guesty to another PMS.

• Experience with PropertyMe, Hostaway, Lodgify, Conduit, or similar property management platforms.

• Experience supporting a PMS implementation, migration, integration, or major platform change.

• Experience configuring Trust Accounting within a PMS.

• Experience with owner accounting, owner statements, management fees, commissions, reconciliations, and financial reporting within a property management environment.

• Experience validating or reconciling financial data following a system migration.

• Experience with data migration, data cleansing, validation, or system testing.

• Experience creating SOPs, process documentation, user guides, or knowledge bases.

• Experience identifying opportunities for workflow automation and process improvement.

• Familiarity with ActiveCampaign or similar CRM platforms.

• Experience working with multiple integrated business systems.

Working Style

• Naturally curious and comfortable learning new technology.

• Extremely detail-oriented and methodical, particularly when handling property, system, and financial data.

• Strong systems thinker who enjoys understanding how different platforms, workflows, and processes connect.

• Proactive in identifying problems, discrepancies, and potential risks before they impact operations.

• Comfortable taking ownership of systems rather than waiting for instructions.

• Able to investigate issues and work through problems logically and independently.

• Comfortable working with both technical and non-technical users.

• Able to communicate technical and financial processes clearly and practically.

• Enjoys improving processes and finding better ways of working.

• Comfortable working during Australian business hours.

• Committed to delivering a high standard of service to internal stakeholders and supporting the accurate and effective management of the property portfolio.

Finer Details

Schedule: TBD

Start Date: TBD
TO BE AMENDED