Property Management Admin Assistant

Job Summary:

Our client is a Melbourne-based property firm founded in 2008, specializing in buyer's advocacy, property management, renovation consulting, and project leasing. The company is known for achieving low vacancy rates, long tenancy durations, and faster leasing outcomes, driven by a client-focused and proactive approach. With a highly experienced leadership team and offices across Victoria, NSW, and Queensland, our client delivers tailored property solutions that create long-term value for clients.

Role:

Reporting to the Head of Property Management, the Virtual Assistant will provide administrative support to the Property Management Team and will escalating more complex issues. The focus of this role is to provide support to the property management team to ensure quality, timely service and ultimately maximise client retention.

Responsibilities:

• Maintain positive relationships with clients and escalate issues as required
• Special projects as directed
• Enter all maintenance requests into Property Me when reported and arrange in a timely manner any instructions obtained by the rental provider
• Use Property Me to ensure outstanding jobs and quotes are monitored and keep
• Add approved invoices to drop box and send accounts to rental provider if they exceed monthly rental
• Arrange lease renewals according to instructions from rental providers and ensure safety compliance has been arranged with contractors
• Follow-up of reminders and tasks in Property Me software
• Schedule routine inspections for property managers
  • Maintenance
  • Diarise maintenance request from Renter
  • Advise Landlord and request instruction
  • Arrange tradesman if approved and complete maintenance
  • Check with Renter or Tradesman if work completed
  • Follow up any outstanding maintenance within five days
  • Approved invoices as per PM instructions
  • Rent Arrears Process
  • Follow up as instructed by PM (sms, emails from PropertyMe)
  • Routine Inspections
  • Property Manager will monthly advise of the Routine Inspections to be booked for the following month & the days/times
  • Arrange inspections with Renter by forwarding letter advising of day and time
  • SMS day prior as reminder
  • PME - add any maintenance noted; follow up RRP (owner) or Renter for any follow ups needed
  • Arrange required maintenance once instructed by the Property Manager
  • General
  • Attend Property management and all company meetings when invited on zoom
  • Follow company processes and use required checklists
  • Ensure emails are responded in a timely manner
  • Provide back up support to other staff if required in a timely manner
  • Routine inspections letters and adding inspections into diaries
  • Lease renewal letters and updating Property Me (PME) and follow up
  • Generating lease renewals for all property managers once received instructions: including chasing renters to sign leases, sending fully signed leases to owners and work flowing lease renewal charges to accounts to process
  • Property Management Administration
  • Coordinate and prepare new client documentation and follow up of compliance documents
  • Entering new managements into PME including: property, renter, owner information and relevant information into PME/saving owner instructions and authorities
  • Organising re-directions of invoices for new managements such as Water, Council and OC fees.
  • Bond lodgements / claims / transfers / audits / renewals / ensure all bond numbers & receipts filed in PME
  • Entering new creditors into PME and saving relevant docs to PME
  • Connecting water for all new renters
  • Providing tenancy details to Direct Connect for utility connections
  • Process and add incoming invoices to Dropbox for trust accounts
  • Process and direct trade invoices to Property Managers for approval and updating in PME

Requirements:

• 5-7 years of experience in property management support, real estate administration, or a similar role
• Proficiency with PropertyMe (or comparable property management software) and standard office tools
• Strong organisational skills with the ability to manage multiple tasks and meet deadlines
• Excellent communication skills to liaise with clients, renters, landlords, and tradespeople
• High attention to detail, particularly with compliance documents, bonds, and lease renewals
• Problem-solving mindset with the ability to escalate issues appropriately
• Team player with a proactive approach and willingness to provide backup support