Administrative Support Specialist for Property Management
17 hours ago
We are seeking a skilled Virtual Assistant to provide administrative support to our Property Management Team. The successful candidate will be responsible for ensuring quality, timely service and maximising client retention.
The Virtual Assistant will report to the Head of Property Management and focus on providing support to the property management team.
- 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 instructions in a timely manner
- Use Property Me to monitor outstanding jobs and quotes
- Add approved invoices to Dropbox and send accounts to rental providers
- Arrange lease renewals according to instructions from rental providers and ensure safety compliance has been arranged with contractors
- Follow-up reminders and tasks in Property Me software
- Schedule routine inspections for property managers
Responsibilities include:
Routine Inspections- Maintenance
- Diarise maintenance requests from renters
- Advise landlords and request instruction
- Arrange tradesmen if approved and complete maintenance
- Check with renters or tradesmen 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 Managers advise monthly of Routine Inspections to be booked for the following month & the days/times
- Arrange inspections with renters by forwarding letters 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
- 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 backup 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
In order to excel in this role you will need:
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
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