Property Management Admin Assistant

• 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

• 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

Teamified