Virtual Property Support Specialist

Job Summary:

Our organisation delivers tailored property solutions that create long-term value for clients. The Property Management Team is responsible for achieving low vacancy rates, long tenancy durations, and faster leasing outcomes. We are seeking a skilled Virtual Assistant to provide administrative support to the Property Management Team.

Responsibilities:

• Maintain positive relationships with clients and escalate issues as required
• Special projects as directed
• Enter all maintenance requests into our software and arrange in a timely manner any instructions obtained by the rental provider
• Use our software to ensure outstanding jobs and quotes are monitored and kept up-to-date
• Add approved invoices to our dropbox and send accounts to rental providers 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 our 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 software)
• 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 software 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 our software including: property, renter, owner information and relevant information into software/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 software
• Entering new creditors into software and saving relevant docs to software
• Connecting water for all new renters
• Providing tenancy details to utility providers for connections
• Process and add incoming invoices to dropbox for trust accounts
• Process and direct trade invoices to Property Managers for approval and updating in software

Requirements:

• 5-7 years of experience in property management support, real estate administration, or a similar role
• Proficiency with our 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