Property Management Virtual Assistant (Australian Property Management is a MUST)

We are looking for an experienced Property Management Virtual Assistant to provide administrative and operational support to Australian real estate agencies.

The role will involve supporting the day-to-day management of residential and/or commercial property portfolios, including property and tenancy onboarding, maintenance coordination, arrears, invoicing, compliance, inspections, and general property administration.

This is a phone-facing role, so clear and easily understood spoken English is essential. You will communicate with tenants, landlords, property owners, tradespeople, and other relevant parties while helping ensure that all property management tasks are completed accurately and on time.

We are particularly looking for candidates with Australian property management experience, ideally those who have managed or supported a residential rent roll and/or commercial property portfolio.

Experience using Console (Reapit) is strongly preferred and may be a key requirement.

Key Responsibilities
Property & Tenancy Administration
Assist with onboarding new properties into the property management system.
Set up and maintain property, owner, and tenant profiles.
Upload, organise, and maintain tenancy and property documentation.
Ensure records are complete, accurate, and easily accessible.
Assist with lease renewals, rent reviews, and tenancy administration.
Maintain accurate property and tenancy records throughout the management lifecycle.
Arrears & Tenancy Management
Run and monitor rent and water arrears.
Follow up tenants regarding outstanding payments.
Prepare breach notices and other tenancy-related documentation where required.
Assist with tribunal applications and case management.
Track important dates, notice periods, and tenancy requirements accurately.
Ensure tasks are completed in line with relevant Australian tenancy legislation and client procedures.
Maintenance Coordination
Receive and log maintenance requests from tenants via phone, email, text, or maintenance portals.
Review maintenance requests and record all relevant information.
Liaise with property owners regarding quotes, approvals, and next steps.
Obtain quotes and issue or assist with work orders.
Coordinate with tradespeople and contractors.
Follow up outstanding maintenance jobs through to completion.
Ensure completion invoices are received, uploaded, and allocated correctly.
Keep property management records updated throughout the maintenance process.
Routine Inspections & Compliance
Schedule, notify, and reschedule routine inspections.
Prepare and send inspection notices within the required timeframes.
Maintain inspection-related documentation.
Track compliance due dates and required certificates.
Monitor and maintain records for:
Smoke alarm compliance
Water efficiency compliance
Pool compliance
Other legislative or property-specific requirements
Contact trades or service providers to arrange inspections, servicing, or recertification.
Ensure compliance documentation is accurately saved and readily available.
Accounts & Financial Administration
Process rent receipts and reconcile transactions.
Enter and manage maintenance invoices and other property-related expenses.
Process invoices for council rates, water rates, levies, land tax, and other payables.
Raise tenant invoices where required.
Monitor due dates and outstanding invoices.
Maintain accurate and organised financial records.
Attach and file invoices and receipts appropriately.
Support property accounting and financial administration using Xero and property management software.

Note: The role will not require access to bank logins. Financial tasks will be completed through approved accounting and property management systems only.

Communication & General Administration
Manage and triage emails and inbox enquiries.
Take and screen phone calls from tenants, landlords, property owners, trades, and other stakeholders.
Respond to general enquiries professionally and efficiently.
Maintain shared task lists and ensure follow-ups are completed.
Prepare reports and provide updates to the Property Manager or Business Owner.
Send a brief end-of-day report outlining completed tasks, outstanding items, and required follow-ups.
Assist with general document management, filing, and workflow improvements.
Support ad hoc property management and administrative tasks as required.
Light Marketing Support
Create simple Canva graphics when required.
Assist with basic social media or website updates.
Support general marketing and administrative tasks as needed.
What We're Looking For
Previous experience as a Property Management VA, Property Manager, Assistant Property Manager, Property Administrator, or Leasing/Property Management Support professional.
Australian property management experience is essential.
Experience supporting or managing an Australian residential rent roll and/or commercial property portfolio.
Experience with Console (Reapit) is strongly preferred; experience with other Australian property management platforms may also be considered.
Experience supporting a Victorian real estate agency and managing Victorian properties is highly regarded, particularly for commercial property management requirements.
Strong understanding of Australian property management processes.
Familiarity with Australian residential and/or commercial tenancy legislation, notice periods, and compliance requirements.
South Australian tenancy experience is highly regarded for clients managing SA residential properties.
Confident using Xero, particularly for receipting, reconciliation, invoice entry, and payables.
Excellent attention to detail, particularly when managing dates, notice periods, invoices, and compliance requirements.
Clear, professional, and easily understood spoken English is essential.
Comfortable handling phone calls and communicating directly with tenants, landlords, owners, tradespeople, and other stakeholders.
Highly organised and able to manage multiple tasks and priorities independently.
Proactive, reliable, and results-focused.
Software Experience

Experience with the following is highly desirable:

Console / Reapit – strongly preferred
Xero
Other Australian property management platforms
Microsoft Office
Google Workspace
Canva

Ideal Candidate

The ideal candidate is an experienced Australian Property Management professional or VA who can confidently support a busy property portfolio with minimal supervision.

They should be comfortable handling phone calls, tenancy administration, maintenance coordination, arrears, compliance, inspections, and property-related financial administration.

Most importantly, we are looking for someone with clear spoken English, strong Australian property management experience, excellent attention to detail, and preferably hands-on experience using Console (Reapit).

Application Questions
How many years of experience do you have in Australian property management?
Have you supported or managed an Australian residential rent roll, commercial property portfolio, or both? Please describe your experience.
Have you worked with a Victorian real estate agency or managed properties located in Victoria? Please provide details.
Which property management software have you used? Please indicate your level of experience with Console (Reapit).
What property management tasks have you personally handled?
(e.g., arrears, lease renewals, breach notices, maintenance coordination, inspections, compliance, invoicing, tenant communication, tribunal applications, etc.)
Do you have experience using Xero for receipting, reconciliation, invoice entry, or payables?
Are you comfortable handling inbound and outbound phone calls with tenants, landlords, property owners, and tradespeople as part of your daily responsibilities?
Do you have experience working with Australian tenancy legislation, notice periods, and compliance requirements? If yes, which Australian state or territory have you supported?