About the Role:

We are seeking a highly organised and proactive Property Management Assistant to support our Property Management team. This role involves handling day-to-day administrative and communication tasks, coordinating with landlords, tenants, and trades, and ensuring property management processes run smoothly under the direction of the Property Manager.

This is a remote role requiring excellent communication skills, attention to detail, and the ability to follow instructions precisely in line with Australian property legislation and company procedures.

Work Timings:

• Work Mode: Remote
• Timings: 9:00 AM – 5:00 PM (Melbourne time)

Key Responsibilities

Communication & Coordination

• Attend incoming calls and make outbound calls to landlords, tenants, and trades
• Respond to emails and messages promptly and professionally
• Follow up outstanding matters with landlords, tenants, and service providers
• Maintain clear communication logs and updates for the Property Manager

Tenancy Management Support

• Prepare and issue Notices to Vacate, Breach Notices, and other tenant notices as instructed
• Assist with tenancy documentation, renewals, and general correspondence
• Coordinate tenant requests and escalate urgent matters to the Property Manager
• Schedule inspections in coordination with the Property Manager and tenants

Maintenance & Trades Coordination

• Log maintenance requests accurately
• Contact trades for quotes, bookings, and follow-ups
• Track maintenance jobs from request to completion
• Follow up on invoices and job completion confirmations

Inspections & Reporting

• Assist with arranging routine, entry, and exit inspections
• Coordinate access between tenants, landlords, and inspectors
• Upload inspection reports, photos, and notes into property management systems
• Ensure inspection schedules are maintained and followed

Administrative Support

• Update and maintain property management software (e.g. PropertyMe, Console, or similar)
• Maintain accurate tenant and landlord records
• Assist with lease documentation and filing
• Follow internal checklists, workflows, and instructions provided by the Property Manager

Compliance & Process Adherence

• Follow Australian residential tenancy regulations and company policies strictly
• Work under the direction of the Property Manager at all times
• Ensure confidentiality and data protection standards are maintained
• Escalate issues appropriately and in a timely manner

Required Skills & Experience

• Previous experience in property management support, real estate administration, or customer service (preferred)
• Strong verbal and written English communication skills
• Confident in handling phone calls with landlords, tenants, and trades
• Highly organised with strong follow-up skills
• Ability to work independently and manage multiple tasks
• Comfortable using CRM/property management systems and email platforms
• Willingness to learn Australian property management processes and legislation

Preferred Attributes

• Experience supporting Australian real estate or property management businesses
• Familiarity with notices, inspections, and maintenance workflows
• Calm, professional, and solution-focused approach
• Respectful, reliable, and responsive
• Ability to follow instructions precisely and work as part of a team

Work Hours & Expectations

• Full-time: 9:00 AM – 5:00 PM (Melbourne time)
• Must be available during Australian business hours
• Reliable internet connection and professional home office setup required

What We Offer

• Long-term opportunity with a growing real estate business
• Clear systems, training, and support
• Stable workload and professional working environment
• Opportunity to grow into a senior support role