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Property Officer

A Property Officer plays a key role in assisting with the day-to-day operations of property management. Responsibilities typically include organising property inspections, managing maintenance requests, liaising with tenants, landlords, and tradespeople, and ensuring all records and documentation are up to date. The role requires strong communication, organisational skills, and a keen attention to detail. Previous experience in real estate or property administration is preferred.

A Property Officer in New South Wales (NSW) plays a vital support role in residential or commercial property management teams. They assist Property Managers with day-to-day operational tasks, tenant communication, inspections, and administration — helping ensure that rental properties are well-maintained, compliant, and efficiently managed.

Here’s a breakdown of the daily tasks of a Property Officer in NSW:

1. Conducting Routine Inspections

  • Perform regular property inspections to check for maintenance issues, tenant compliance, and overall condition
  • Take photos, document findings, and report any concerns to the Property Manager
  • Schedule and coordinate routine inspections with tenants
  • Follow up on outstanding maintenance from previous inspections

2. Tenant Communication & Support

  • Respond to general tenant enquiries via phone or email
  • Relay maintenance issues or tenancy concerns to the Property Manager
  • Assist in organising property access for repairs, inspections, or services
  • Help manage move-in and move-out processes for tenants

3. Leasing Support

  • Assist with scheduling and conducting property viewings for prospective tenants
  • Answer rental enquiries and follow up with interested applicants
  • Assist with application processing, reference checks, and lease paperwork
  • Coordinate property handovers and key collections

4. Maintenance Coordination

  • Receive and log maintenance requests from tenants
  • Liaise with tradespeople and contractors to arrange repairs or inspections
  • Track job completion and follow up on outstanding work orders
  • Update tenants on the progress of maintenance issues

5. Administrative Duties

  • Maintain accurate and up-to-date records in property management software (e.g. PropertyMe, Console, REST)
  • File lease agreements, condition reports, and correspondence
  • Assist in preparing lease renewals, rent increase notices, and entry notices
  • Update property listings and marketing materials as needed

6. Entry & Exit Inspections

  • Conduct detailed ingoing and outgoing inspections using condition report templates
  • Take photos and notes to document the property’s state at the beginning and end of a tenancy
  • Identify any tenant-caused damage or cleaning issues for follow-up by the Property Manager

7. Support to Property Managers

  • Help manage rental arrears by sending reminders or updating the system
  • Assist with compliance tasks such as smoke alarm checks, pool safety certification, or insurance renewals
  • Prepare reports or data for use in owner updates and end-of-month summaries
  • Attend team meetings and assist with task tracking

8. Travel Between Properties

  • Spend part of the day out in the field conducting inspections or attending appointments
  • Use a company vehicle or own transport (with reimbursement)
  • Manage a daily itinerary efficiently to cover scheduled appointments

Summary:

A Property Officer in NSW is an essential team member who ensures the smooth running of property portfolios by handling inspections, tenant communications, maintenance coordination, and admin support. It’s a dynamic role that suits organised, customer-focused professionals and often serves as a stepping stone to becoming a full Property Manager.

Key responsibilities

Tenant Management

  • Screening and selecting tenants.
  • Conducting background checks and reference checks.
  • Preparing and executing lease agreements.
  • Handling tenant inquiries and complaints.
  • Managing tenant move-ins and move-outs.

Property Evaluation

  • Coordinating repairs and maintenance tasks.
  • Conducting regular property inspections.
  • Ensuring compliance with safety and health regulations.
  • Managing relationships with contractors and service providers.