Property Management Administrative Coordinator

We are looking for a highly organised, responsible and proactive Property Management Administrative Coordinator to provide administrative support to our property management team and ensure that daily tasks, bookings, documentation and client matters are properly followed up.

The role will work closely with our Property Managers and management team, acting as a central administrative point to ensure that nothing is missed and all required follow-ups are completed.

Key Responsibilities

Property Management Administration

• Monitor and follow up on outstanding tasks assigned to Property Managers.
• Check that required daily and weekly tasks are being completed.
• Assist Property Managers with administrative tasks and requests.
• Keep track of pending property issues and follow up until completion.
• Maintain organised records for each property.
• Assist with the administrative onboarding of new properties.

Bookings & Reservations

• Add, modify and update bookings across the relevant systems.
• Assist with cancellations, extensions, date changes and other booking amendments.
• Ensure booking information and property details are kept accurate.
• Assist Property Managers with booking-related administrative issues.
• Coordinate any necessary information between guests, Property Managers and management

Clients & Guest Administration

• Communicate directly with property owners, clients and guests when required.
• Handle and process approved guest reimbursements and refunds.
• Follow up on complaints, requests and outstanding matters.
• Keep records of reimbursements, claims and important client communication.
• Escalate important or sensitive matters to management when required.

Meetings & Documentation

• Prepare documentation and information required for client and management meetings.
• Organise contracts, forms, reports and other company paperwork.
• Prepare property performance information when required.
• Take meeting notes and keep track of agreed action points.
• Follow up with the relevant team members after meetings.

General Administration

• Maintain organised digital filing systems.
• Prepare spreadsheets, reports and internal documents.
• Collect and organise invoices, receipts and supporting documentation when required.
• Coordinate information between Property Managers, management, finance, cleaning and other departments.
• Assist management with general administrative requirements.
• Ensure deadlines, outstanding paperwork and follow-ups are not missed.

What We’re Looking For

• Extremely organised with strong attention to detail.
• Responsible and reliable.
• Strong communication and administrative skills.
• Confident communicating directly with clients and guests.
• Comfortable following up with team members and ensuring tasks are completed.
• Able to manage several properties, bookings and tasks simultaneously.
• Good knowledge of Microsoft Office/Google Workspace and spreadsheets.
• Experience with property management or booking systems is considered an asset.
• Able to work independently and take initiative.
• Professional and solution-oriented attitude.

Purpose of the Role

The Property Management Administrative Coordinator is there to keep the administrative side of the property-management department organised and under control.

About Us

Property Partners is a property management company based in Malta, focused on the operation and optimisation of residential units for both short-term and long-term rental markets.We currently manage a substantial and growing portfolio of apartments across multiple locations all over Malta. Our services cover the full lifecycle of property management, including furnishing and setup, listing optimisation, dynamic pricing, guest communication, cleaning coordination, and maintenance.Our goal is to provide property owners with a hands-off experience while ensuring consistent performance, high occupancy rates, and strong returns through professional management and operational efficiency.