Expense Administrator

Prime Group Holdings , LLC, a vertically-integrated private equity real estate firm specializing in self storage and other alternative real estate asset classes, has an exciting opportunity for a talented Expense Administrator in Saratoga Springs, NY.

With $6.7 billion in assets under management, Prime Group is among the largest private owners and operators of self-storage properties globally, with a portfolio of 320 self-storage assets across 28 U.S. states, three Canadian provinces, and the U.S. Virgin Islands, totaling 24 million rentable square feet. The firm manages three flagship funds on behalf of a global investor base, including Prime Storage Fund III, the largest self-storage dedicated fund ever raised.

Headquartered in Saratoga Springs, NY, Prime Group employs 700 professionals and maintains a regional office in Jupiter, FL and Manhattan, NY along with investment originations offices in Denver, CO; Hackensack, NJ; Yorktown, VA; and Calgary, Alberta. The firm’s 21-person senior leadership team is supported by specialized teams across sourcing and acquisitions, asset and portfolio management, compliance and legal, property management, information technology, transactions and financing, marketing, accounting, training, and other core functions.

Prime Group’s performance is rooted in a culture of respect, teamwork, ethical business practices, accountability, and persistence. The firm places significant value on the relationships it has built with customers, employees, investors, and stakeholders. PitchBook has recognized Prime Group as one of the top 10 real estate value-add fund managers in its 2023 Global Manager Performance Score League Tables.

Position Summary

We are seeking a detail-oriented Expense Administrator to manage purchasing requests, purchase orders, vendor records, invoice review, and expense administration across a growing self-storage portfolio.

This role helps ensure that approved work is documented, spending follows company policy, invoices are accurate, and property services continue without interruption. Reporting to the EVP of Operations, the position works with Field Operations, Accounting, FP&A, and vendors to resolve issues, maintain purchasing controls, and identify cost and service improvements.

Responsibilities

Purchasing and Expense Administration

• Manage purchasing requests from submission through approval, ordering, receipt, and issue resolution.
• Administer company purchasing accounts, including Staples, Amazon, SupplySide, and other approved suppliers.
• Review invoices in NetSuite for property allocation, coding, contractual pricing, supporting documentation, purchase order status, and required approvals.
• Investigate duplicate invoices, unauthorized charges, billing errors, and expenses above approved amounts; coordinate corrections before payment.
• Maintain organized purchasing, contract, invoice, and approval documentation; prepare open PO, expense, and exception reports for Operations leadership.
  
  

Procurement and Vendor Management

• Manage relationships and administrative processes for national account vendors, including Rentokil, Cintas, Lincoln, and other key service providers.
• Identify, evaluate, negotiate, and implement national and regional vendor partnerships.
• Manage seasonal landscaping and snow-removal programs, including bidding, contracting, implementation, and performance tracking.
• Conduct regular vendor status calls and provide recurring updates on service issues, open items, and resolutions.
• Address vendor service, billing, contract, and communication issues in a timely manner.
• Evaluate vendor pricing and performance to identify cost savings and service improvements.
• Develop and maintain standard operating procedures for procurement, purchasing, and vendor management.
  
  

Acquisition and Accounts Payable Support

• Coordinate the operational onboarding of newly acquired properties, including utility transfers, contract transitions, vendor notifications, and national account enrollment.
• Partner with Accounting and field operations to resolve outstanding invoices and maintain uninterrupted property services.
  
  

Qualifications

• Associate degree in accounting, business administration, supply chain management, or a related field, or equivalent experience in purchasing, expense administration, or accounts payable.
• Working knowledge of expense management, including budget tracking, invoice review, purchase orders, account coding, and identifying billing discrepancies or spending outside approved amounts.
• Self-storage, commercial real estate, property management, or multi-location operating experience preferred.
• Experience with NetSuite, including invoice approvals, transaction research, reporting, and approval workflows preferred.
• Experience with ServiceChannel or a comparable work order management platform preferred.
• Proficiency in Microsoft Office, particularly Excel.
  
  

Benefits

• Competitive rate of pay and a generous benefits program
• Salary commensurate with experience
• Medical, Dental, life, vision, short-term disability, and long-term disability insurance program
• Paid vacation time; paid sick time; paid holidays
  
  

Equal Opportunity Employer Statement

Prime Group Holdings is an Equal Opportunity Employer and does not discriminate against any employee or applicant for employment because of race, color, sex, age, national origin, religion, sexual orientation, gender identity and/or expression, status as a veteran, and basis of disability or any other federal, state or local protected class.

Pay Range

USD $22.00 - USD $25.00 /Hr.