Property management & strata ✦ Industry

Property management
& strata support

The administrative half of a portfolio — arrears chasing, maintenance job coordination, inspection paperwork, levy notices and owner correspondence — handled by someone whose only job it is.

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$14/hrFrom, + GST · full-time
70%Average saving vs a local hire
Portfolio adminArrears + maintenance
~2 wksBrief → first day

Property managers churn because of the admin, not the properties

A property manager with 150 doors is not overwhelmed by properties. They are overwhelmed by the volume of small administrative events each property generates — a maintenance request, an arrears notice, a routine inspection to schedule and report, a lease expiry, an owner asking a question by email.

It is the reason turnover in the role is so high, and the reason agencies cap portfolio sizes well below what the properties themselves would demand.

A dedicated offshore assistant takes the administrative events. The property manager keeps the relationships, the inspections, the tribunal work and the judgement calls — and can carry a larger portfolio without burning out.

What comes off the property manager's desk

  • Arrears management — Arrears identified daily and chased on your escalation schedule, with every contact logged, so nothing sits at day fourteen unnoticed.
  • Maintenance coordination — Work orders raised, tradespeople contacted and scheduled, owner approval sought, tenants notified and completion followed up.
  • Routine inspection admin — Inspections scheduled, entry notices issued to the correct notice period, and reports formatted and issued from the manager's findings.
  • Lease and tenancy documentation — Renewals prepared and tracked, condition reports formatted, bond lodgement paperwork prepared.
  • Owner correspondence — Routine owner enquiries answered from your templates, statements issued, reports prepared for review.
  • Strata levies and notices — Levy notices issued, arrears tracked, meeting notices and minutes distributed to the correct timeframes.
  • Compliance calendars — Smoke alarms, pool certificates, insurance renewals and safety checks tracked with rolling expiry lists.
  • Trust-adjacent reporting — Reconciliation support and reporting prepared for your licensed staff — never trust transactions themselves.
What they actually do

The work that comes off your desk

Property and strata management is a compliance job wearing a customer service hat. Arrears, entry notices, inspection reports, work orders, levy runs and owner statements all run to statutory dates, and every one of them generates paperwork before and after the visit. Most of that paperwork does not require anyone to leave the office.

The taskWhat that actually involves
Working the arrears list

Runs the daily arrears report in PropertyMe or Console, matches unallocated receipts, sends the reminder sequence on the agency's script, logs every contact against the tenancy, and escalates the file to the property manager once a breach notice is due.

Preparing breach and notice paperwork

Drafts the correct instrument for the state — an RTA Form 11 notice to remedy breach in Queensland, a NSW termination notice, a Victorian breach of duty notice — with the arrears ledger attached, ready for the licensed property manager to check and serve.

Booking the inspection run

Schedules routine inspections to the frequency in the management agreement, prepares the entry notice for the manager to issue inside the statutory notice period, confirms access and pets with the tenant, and builds the day's run sheet in geographic order.

Writing up the inspection report

Takes the photos and voice notes the manager captured in the PropertyMe or Inspection Manager app, writes the room-by-room comments, flags maintenance items against the previous report, and issues the owner's copy once the manager has signed it off.

Coordinating maintenance work orders

Logs the tenant's request, checks it against the owner's spend limit, raises the work order in PropertyMe or Console, gets comparison quotes where the management agreement requires them, books the tradesperson with the tenant, and closes the job once the invoice and completion photos are in.

Chasing safety compliance certificates

Tracks smoke alarm servicing, pool safety certificates, electrical and gas safety checks and corded blind compliance against each property's due dates, books the contractor, files the certificate to the property record, and reports the gaps to the manager before they lapse.

Lease renewal and rent review admin

Builds the renewal list from expiry dates, prepares the new agreement and any rent increase notice to the correct notice period, sends it for the manager to authorise, and once both parties have signed prepares the executed lease and the bond variation for the manager to lodge with the state bond authority.

Processing applications and bond paperwork

Screens applications in 2Apply, Ignite or tApp for completeness, checks that identity documents and income evidence are present and legible, calls employment and previous agent references, prepares the shortlist summary for the manager and owner to decide on, and flags which applicants still need a tenancy database check run by the agency under its own account.

Ingoing and outgoing condition reports

Assembles the entry condition report from the manager's photos, issues it to the tenant with the correct return window, and at vacate compares it line by line to the exit report to build the bond claim summary for the manager to lodge.

Owner reporting and invoice coding

Codes supplier invoices to the right property and expense category ahead of the mid-month and end-of-month disbursement runs, checks statements for miscoded items, drafts the owner covering note, and prepares the annual income and expenditure summary for the accountant.

Levy runs and strata roll upkeep

Raises the levy notices in StrataMax or Strata Master from the budget adopted at the annual general meeting, issues them to the notice period required, keeps the strata roll current as lots change hands, and works the levy arrears list.

Strata meeting packs and minutes

Builds the AGM and committee notice packs — agenda, motions, draft budget, insurance valuation and financial statements — issues them inside the statutory notice period, collects proxies and voting papers, and types the minutes from the manager's notes for their approval.

Certificate and disclosure requests

Handles the conveyancing enquiries: pulls the ledger, insurance, by-law, compliance action and financial liability information a NSW section 184 certificate, a Victorian owners corporation certificate or a Queensland body corporate records search needs, works to the current approved form, and drafts it for the licensed manager to sign.

Insurance claims and renewals

Lodges landlord and strata insurance claims with the quotes, photos, reports and ledger the insurer asks for, tracks the claim to settlement, and sets renewal quotes and valuation reminders out side by side as a factual comparison for the manager or broker to put to the owner or committee.

What stays with you

We are a staffing company, so this list argues against our own interest. It is also the part that matters: the work below is reserved, and no amount of supervision moves it. Get the line written down before anyone starts in a property management business.

  • Trust money and documents only the licensee signsRent receipting, disbursements, bond lodgement and any withdrawal are made by the licensee's authorised signatories on an Australian trust account, and the appointment to act for an owner — a Queensland Form 6, a NSW managing agency agreement — is executed by the licensee. Your coordinator prepares the run, reconciles it and populates the appointment; they never hold banking or bond authority access, and they never sign.State agent trust accounting and audit requirements; Property Occupations Act 2014 (Qld) and state agent licensing equivalents
  • Entering, serving and appearing in personEntering a rented property and conducting the routine, entry or exit inspection, signing and serving a breach or termination notice, and appearing at a tribunal hearing are done in Australia by the licensed agent or their registered representative. The offshore role is the notice before, the ledger and evidence bundle behind it, and the report after.State residential tenancies legislation and agent licensing; NCAT, QCAT and VCAT
  • Setting and negotiating rentRecommending a rent, negotiating an increase and approving a tenancy application are licensed agent functions carried out for the owner. Your coordinator assembles the comparable rentals and the application summary; the manager decides.State agent licensing
  • Exercising the owners corporation's functionsExercising the owners corporation's delegated functions and signing a section 184 or owners corporation certificate rest with the licensed or registered strata manager. A general meeting is chaired by the chairperson of the owners corporation unless that function has been delegated to the manager. Preparing the pack behind any of it does not.Strata Schemes Management Act 2015 (NSW); Owners Corporations Act 2006 (Vic)
  • Recommending or arranging insuranceRecommending a landlord or strata policy, or arranging cover, is a financial service requiring an AFS licence or authorised representative status, and carries its own disclosure obligations around commission. Your coordinator lodges claims, gathers the evidence the insurer asks for and sets the renewal quotes out as a matter of fact; the recommendation belongs to the licensed manager or the broker.Corporations Act 2001 (Cth) — ASIC
  • Sending tenant and owner data across the borderTenant identity documents, income evidence, ledgers and owner records made available to an overseas coordinator are a cross-border disclosure under Australian Privacy Principle 8, and residential tenancy database access stays with the agency under the database operator's own terms and the state tenancy database provisions. Access is scoped to named users inside your PropertyMe, Console or StrataMax environment, logged, and covered by your privacy collection notice.Privacy Act 1988 (Cth), Australian Privacy Principle 8 — Office of the Australian Information Commissioner; state residential tenancy database provisions
Popular roles

Roles for property and strata

All 51 roles →
Role

Property management assistant

Arrears, maintenance, inspections and owner correspondence.

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Role

Administration assistant

General admin, documentation and correspondence at volume.

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Role

Accounts receivable specialist

Arrears and collections on a fixed cadence.

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Role

Customer service representative

Tenant and owner enquiries answered promptly.

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What stays with your licensed staff

Property and strata management is licensed work in every Australian state, and trust accounting is separately regulated and audited. Administration travels; licensed acts and trust money do not.

  • Trust account transactionsNo access, no transactions, no authority. Trust accounting stays with your licensed staff under your state regulator's rules.
  • Licensed property management actsAnything requiring an agent's licence — signing a lease on the principal's behalf, appraising, negotiating rent — stays with your licensed staff.
  • Tribunal and dispute conductPreparing a bundle is administration. Appearing or making decisions about a dispute is not.
  • Entry and inspectionsPhysical inspections and entry require someone present and authorised.
Industry-specific

Specialist roles for property and strata

Three dedicated roles covering the administrative events that consume the most property manager time.

Arrears

Arrears officer

Chased on your escalation schedule, every contact logged.

Explore →
Maintenance

Maintenance coordinator

Work orders, owner approvals, tradies chased, jobs closed.

Explore →
Strata

Strata administrator

Levies, notices, meetings and registers on statutory dates.

Explore →
Questions

Frequently asked

Do they know Australian tenancy rules?
We match people with Australian property management experience where it exists, and the notice periods and forms are learnable and rule-bound. But treat the notice timeframes as yours: the requirements vary by state and the consequence of getting one wrong lands on your agency, so document them and have the first month reviewed.
Can they talk to tenants and owners?
Yes, and consistently doing so is where most of the value is — tenants and owners mostly want a fast, accurate answer. Anything involving a negotiation, a dispute or a licensed act comes back to your property manager.
How many doors can one assistant support?
It depends on the split, but a full-time assistant typically supports two to three property managers' worth of administration. The better question on the call is which administrative events you want to hand over first — arrears and maintenance are usually the two that free the most time.
How much does it cost?
From $14/hr + GST full-time — on average 70% less than a local hire, with no placement fee. Run your numbers →
How fast can we start?
Typically 14 days from your discovery call to day one. In the first week we source and screen against your brief; you get three matched profiles and interview whoever you like. Once you choose, we handle the offer, the contract, equipment and connectivity checks. Specialist roles can take longer and we would rather tell you three weeks and mean it than promise two.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.