Assistant Strata Manager
An Assistant Strata Manager supports the Strata Manager in managing the day-to-day operations of residential and commercial strata properties. Responsibilities include assisting with preparing and issuing notices, organising meetings, handling inquiries from property owners and tenants, coordinating maintenance requests, and managing strata documentation such as insurance policies and by-laws. This role also involves liaising with contractors, attending to strata meetings, and ensuring compliance with strata laws and regulations.
The ideal candidate will possess strong organisational and communication skills, with a keen attention to detail and the ability to manage competing priorities. Experience or qualifications in strata management or property administration is highly valued.
An Assistant Strata Manager in New South Wales (NSW) supports licensed Strata Managers in the administration and coordination of strata schemes. This role is ideal for professionals gaining experience in the strata industry, with duties focused on client communication, compliance, meeting preparation, and general operational support.
Here’s a breakdown of the daily tasks of an Assistant Strata Manager in NSW:
1. Client Communication & Support
- Respond to phone and email enquiries from lot owners, tenants, tradespeople, and committee members
- Log maintenance requests and direct issues to the relevant parties
- Follow up on outstanding queries or work orders on behalf of the Strata Manager
- Maintain a professional and courteous standard in all communication
2. Administration of Strata Schemes
- Maintain accurate records of owners, meetings, correspondence, and approvals
- Update strata roll and contact details in management software (e.g. StrataMax, Urbanise, MyStrata)
- Process owner applications (e.g. renovations, pet approvals, parking permissions) in accordance with by-laws
- Assist with issuing strata notices, levy statements, breach notices, and general correspondence
3. Meeting Preparation
- Assist in preparing agendas, notices, and documents for committee and annual general meetings (AGMs)
- Help coordinate meeting logistics — booking venues, sending invites, and distributing papers
- Collate proxy forms, voting papers, and reports prior to meetings
- Attend meetings with the Strata Manager as needed (may involve after-hours work)
4. Financial & Levy Administration
- Assist in the preparation and issuing of levy notices
- Monitor levy payments and follow up on overdue accounts under the direction of the Strata Manager or accounts team
- Support budgeting and financial reporting processes by gathering quotes and supplier invoices
- Record and file invoices and ensure they are directed to the accounts team for processing
5. Contractor & Maintenance Coordination
- Liaise with trades and service providers to arrange repairs, maintenance, and quotes
- Log, track, and follow up on work orders using internal systems
- Confirm job completion and update stakeholders as needed
- Ensure contractor licences and insurances are valid and compliant with WHS requirements
6. Compliance & By-Law Monitoring
- Assist with ensuring that strata schemes comply with NSW legislation, including the Strata Schemes Management Act 2015
- Monitor breaches of by-laws (e.g. noise, parking, unauthorised renovations) and issue notices under guidance
- Help with documentation and evidence gathering for strata disputes or mediation proceedings
7. Insurance & Documentation Support
- Assist in lodging and managing insurance claims
- Help gather supporting documentation for claims, including quotes, reports, and incident details
- Maintain accurate records of insurance renewals, policies, and excess conditions
8. File & Record Management
- Maintain updated digital files for each strata plan, including meeting minutes, correspondence, compliance documents, and reports
- Ensure all strata records are securely stored and accessible for audit or client requests
- Handle requests for certificates (e.g. strata information certificates for property sales)
Summary
An Assistant Strata Manager in NSW provides critical support in the daily operations of strata schemes. Their work ensures that communication, compliance, finances, and administrative processes run smoothly — allowing the licensed Strata Manager to focus on more complex portfolio management and client relationships.