Property Management Assistant
A Property Management Assistant supports the property management team by handling administrative tasks and client inquiries. Duties may include preparing leases, processing tenant applications, scheduling appointments, assisting with rent collection, and updating property listings. This role demands excellent multitasking abilities, a customer-focused attitude, and proficiency in real estate software. Ideal for someone looking to gain practical experience in property management.
A Junior Property Manager is responsible for supporting senior property managers in overseeing a portfolio of properties. Key tasks include conducting property inspections, managing maintenance requests, ensuring tenant satisfaction, and liaising with landlords. This role also involves preparing reports, handling rent arrears, and assisting with tenant and lease management. Candidates with strong problem-solving skills and a passion for real estate will thrive in this role. Real estate certification or previous industry experience is often advantageous.
A Property Management Assistant in New South Wales (NSW) supports licensed property managers in the day-to-day running of residential or commercial rental properties. Their tasks are administrative and operational, and they help ensure smooth service delivery to landlords and tenants under the legal framework of the Residential Tenancies Act 2010 (NSW).
Here’s a breakdown of their typical daily tasks:
1. Tenant Communication
- Answer phone calls and emails from tenants regarding maintenance, lease queries, or general issues
- Log all correspondence and updates into the property management system (e.g. PropertyMe, Console Cloud)
2. Maintenance Coordination
- Receive and log maintenance requests
- Communicate with tradespeople to schedule repairs and obtain quotes
- Follow up on completion of work and update the system and stakeholders
3. Lease Administration
- Assist with preparing new lease agreements, renewals, and lease break documentation
- Send out lease renewal notices and reminders
- Organise digital or hard copy signing of documents
- Help lodge or refund bonds via Rental Bonds Online (NSW Fair Trading platform)
4. Routine Inspection Support
- Help schedule routine property inspections
- Draft inspection reports and upload photos (may attend inspections if permitted under licensing)
- Communicate inspection outcomes to tenants and landlords
5. Rent and Arrears Monitoring
- Monitor rent payments and notify property managers of any arrears
- Send rent reminders or initial arrears notices to tenants
- Update tenant ledgers as needed
6. Administrative Tasks
- Maintain accurate and up-to-date tenant and owner records
- File documents digitally in compliance with agency procedures
- Prepare notices and letters (e.g. entry notices, rent increase letters, breach notices under direction)
- Order keys, signboards, or property supplies
7. Entry/Exit Processes
- Schedule and help prepare for entry condition reports and final inspections
- Communicate move-in/move-out instructions to tenants
- Assist with key handover logistics
8. Trust Account Support (If permitted)
- Input invoices and check payment status
- Support end-of-month processing under the supervision of a licensed agent
9. Compliance Support
- Ensure documents are correctly filed and meet NSW Fair Trading requirements
- Assist with smoke alarm checks, pool compliance records, and insurance certificate tracking
Important Note:
A Property Management Assistant must be either supervised or licensed if performing functions under the Property and Stock Agents Act 2002 (NSW). Tasks like conducting inspections, signing agreements, or trust accounting require proper authorisation or licensing.
Summary:
The role is primarily about admin support, communication, and coordination, freeing up licensed property managers to focus on higher-level tasks. It’s a great entry point into the real estate industry.