Property Services Administrator

Property Services Administrator

For over 25 years, Polhemus Savery DaSilva (PSD) has collaborated with individuals, families, and institutions to design and build exceptional custom homes that celebrate creative design and quality craftsmanship, honor their natural environments, and set the stage for lasting memories — for generations to come.

PSD is nationally recognized for thoughtfully integrated architecture and construction on Cape Cod and coastal southeastern New England. PSD provides a highly collaborative process that is as special as the buildings we create. Our single-source approach provides seamless communication among the project team and our clients to ensure we meet deadlines, stay on budget, and deliver quality workmanship that realizes our client’s vision.

The Property Services Administrator plays a key role in ensuring seamless billing and invoicing operations between trade partners and clients. This position involves both internal financial management and client-facing responsibilities, requiring a detail-oriented professional with strong organizational and communication skills.

Essential duties and responsibilities:

• Serve as primary contact between Finance Department and Property Services department to aide in client billing and maintain current trade partner invoices.


• Manage a high volume of job costs associated with various Property Services projects and work orders in progress.


• Oversee and process billing and invoicing transactions between trade partners and clients.


• Review and approve subcontractor invoices for accuracy.


• Ensure financial documentation accuracy and compliance with company policies.


• Communicate effectively with stakeholders, including clients, trade partners, and internal teams, to address inquiries and resolve billing discrepancies.

Assist in Client Management as needed: 

o Serve as account manager for assigned clients to include the following:

• Handle client calls/emails with requests for service or small project construction work.


• Review and distribute field reports to clients.


• Client liaison for Protection and Protection + (annual service) programs.


• Schedule services on a timely basis with clients and subcontractors.

o Communicate and coordinate with Property Service Field Manager and Client Account Managers    regarding work order status updates to provide updates to clients.

o Participate in construction client transition meetings to present property service offerings.

o Respond to request for proposals (RFP’s) and similar client requests. Coordinate with Property Service Field Manager who will prepare RFP’s and address client requests.

Professional skills required include:

• Ability to review and understand service contract documents and inspection reports.


• Ability to respond to tasks and projects on short notice and within tight time constraints.


• Possess analytical skills and research skills to define and solve problems.


• Ability in assessing and prioritizing multiple tasks, projects and demands.


• Detail-oriented with strong attention to accuracy and thoroughness in all tasks.


• Excellent organizational, interpersonal, verbal, and written communication skills.


• Highly organized and process driven administrative skillset.


• Self-starter willing to take initiative to add value to the role and department.


• Must possess a positive, "can do" attitude, and a high degree of personal integrity and business ethics.

Required experience includes:

• Strong proficiency in billing, invoicing, and accounts payable management.


• Familiarity with construction project financial workflows is a plus.


• Experience with Sage 100 is a plus.


• Excellent organizational, analytical, and problem-solving skills.


• Strong communication abilities with a client-focused approach.


• Proficiency in accounting software and Microsoft Office Suite.


• At least 2 years of experience in accounting, finance, or construction administration preferred.


• 4-year degree preferred.