Property Management Team Administrator

The Property Management Team Administrator provides critical administrative, sales coordination, and customer service support to the Property Management Team. This role serves as a central point of coordination between clients, sales representatives, operations, and internal support teams, helping ensure that leads, proposals, projects, and customer requests move efficiently from initial inquiry through completion.

This position is responsible for managing lead distribution, coordinating sales appointments, processing proposals and project documentation, maintaining accurate CRM and client records, conducting customer follow-up, and tracking active opportunities and projects. This position also supports business development efforts by identifying opportunities within existing property management relationships and client portfolios.

Success in this role requires exceptional organization, attention to detail, proactive communication, and the ability to manage multiple priorities while delivering a high level of service to both clients and internal teams.

Key Responsibilities:

• Create, assign, and track new leads through the CRM (Zoho) and shared inbox.
• Coordinate scheduling by balancing sales representatives' workloads and outstanding proposals.
• Review, finalize, and distribute roof reports, repair proposals, and project estimates.
• Maintain accurate project records in Zoho and other tracking systems, including updating project stages, proposal status, roof observation reports, and client asset information.
• Manage contract intake, send customer confirmations, and coordinate color selections, including ongoing follow-up until selections are received.
• Conduct regular follow-up on outstanding proposals, pending projects, maintenance opportunities, and aging client assets.
• Collaborate with sales representatives through weekly meetings to review proposal status, project progress, and new opportunities.
• Identify additional sales opportunities by reviewing leak dispatches, management company property lists, and maintenance portfolios.
• Manage customer communications through the PMT inbox, ensuring timely responses to inquiries, repair requests, and follow-up.
• Coordinate compliance documentation, including Certificates of Insurance, and other requirements to maintain approved status with compliance platforms.
• Support business development by identifying bid opportunities and scheduling updated roof observations for long-term maintenance clients.

This position requires exceptional organizational skills, strong customer service, attention to detail, and the ability to manage multiple priorities while supporting both sales growth and client relationships.