Real Estate & Property ✦ Dedicated & full-time

Property Management
Assistant

Tenancy admin, maintenance coordination and inspection scheduling that keep portfolios running — from $14/hr + GST.

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$14/hrFrom, + GST · full-time
70%Average saving vs a local hire
14 daysBrief → first day
Fully managedWe hire, you lead

What a Property Management Assistant does

Property management is relentless admin. A property management assistant handles tenancy paperwork, maintenance coordination and scheduling so your PMs stay ahead of the portfolio.

Every StaffingSolutions.io property management assistant is recruited, hired and managed by us — reference-checked for your tools, working your business hours, and backed by our zero-risk promise: no placement fee, money-back first week, and a free replacement if the fit isn't right.

What they handle

  • Tenancy admin — leases and renewals.
  • Maintenance — logged and coordinated.
  • Inspections — scheduled and recorded.
  • Arrears — tracked and followed up.
  • Owner & tenant comms — first line.
  • Records — compliant and current.
The actual work

A week in the role

A property management assistant works behind a portfolio of rentals — the arrears ladder, entry notices, routine inspection scheduling, maintenance work orders and lease renewals. They sit in PropertyMe, Console Cloud or MRI Property Tree all day, keeping ledgers and tenancy files current so the property manager spends their time on inspections, owners and tribunal matters.

The taskWhat that actually involves
Work the daily arrears ladder

Runs the arrears report in PropertyMe or Property Tree each morning, sends SMS and email reminders at the agreed day counts, records tenant payment promises against the ledger, and flags tenancies that have reached the statutory arrears threshold for the property manager to issue a breach notice.

Draft entry notices and inspection runs

Builds the routine inspection schedule as a geographic run, drafts the state entry notice — the RTA Form 9 in Queensland or the equivalent under NSW and Victorian tenancy law — issues it inside the required notice period, and confirms access, keys and pets with the tenant.

Write up inspection reports

Takes the property manager's photos and voice notes from the routine visit, builds the report in Reapit Lettings or the PropertyMe inspection module, tags maintenance items by urgency, and drafts the owner summary and any tenant follow-up letter for the manager to review and send.

Raise and chase maintenance work orders

Logs tenant maintenance requests, checks them against the owner's standing spend limit in the management agreement, requests quotes from the agency's trade panel, issues work orders once approved, and follows the trade for completion dates and invoices before closing the job in Console Cloud.

Process rental applications

Pulls applications from 2Apply, Snug or 1Form, verifies identity points, income evidence and ledgers from previous agents, orders TICA or NTD tenancy database checks, calls employment and rental referees, and builds a side-by-side comparison for the property manager to take to the owner.

Prepare lease renewal paperwork

Tracks leases entering their renewal window, drafts the renewal offer at the rent the property manager has set, issues the notice within the period the state requires, chases signatures, and updates lease dates, rent amount and rent-increase history on the tenancy record.

Run vacate and bond files

Builds the vacate checklist when notice is received, sends the tenant the cleaning and key-return standard, books the outgoing inspection, compares it line by line against the ingoing condition report, and prepares the bond claim figures for the property manager to lodge with the bond authority.

Track compliance certificates

Maintains the register of smoke alarm services, pool barrier certificates, gas and electrical safety checks and landlord insurance renewals, books compliance contractors before expiry, files certificates against the property record, and tells the manager where an owner has not approved required work.

Prepare tribunal application packs

Assembles the evidence bundle for a QCAT, NCAT or VCAT matter — ledger printouts, breach notices with service dates, photographs and correspondence — indexed in date order, so the licensed property manager reviews it, signs and lodges the application, and appears at the hearing.

Keep owners informed

Drafts the owner updates the property manager approves: arrears position, maintenance approvals pending, inspection outcomes, vacancy and re-letting progress, and market rent commentary drawn from comparable listings, so owners hear something between monthly statements rather than only when there is a problem.

Maintain the vacancy and letting board

Loads new rental listings to realestate.com.au and Domain with photos, rent and available date, opens inspection times in the booking system, answers enquiries with viewing times, and records attendee details so the property manager can follow up after each open.

Update tenancy and property records

Keeps ledgers, contact details, the key register, water meter readings, pet approvals, insurance policies and lease expiry dates current in the trust software, so the property manager and the trust accountant are both working off accurate data at end of month.

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Questions

Frequently asked

How much does a property management assistant cost?
From $14/hr + GST for a full-time, dedicated team member — roughly $29K a year against $95K–$115K all-in for the local equivalent once you add super, leave, payroll tax, software and a desk. No placement fee, no setup fee, no recruitment retainer: you pay from the day they start, for hours worked, and interviewing candidates costs nothing. Specialist roles sit a little higher. Run your numbers →
How fast can they 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, and induct them on our side before they reach you. Specialist roles — developers, NDIS claims, anything needing niche software — can take a week longer, because we won't pad a shortlist just to hit a date.
What if the fit isn't right?
You're covered twice over. If it's clearly wrong by day five, your first week is refunded in full. After that, a free replacement any time — new shortlist, new interviews, no second fee, because there was never a first one. Before it gets that far, talk to us: our HR manager will work through it with you and the team member, since most problems turn out to be an unclear process rather than the wrong person, and a fortnight of coaching usually fixes it. Replacing someone is the last resort, not the first move.
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.
What stays with you, and what goes to them?
They take the recurring, process-driven part of the property Management Assistant role — the work that happens the same way every week and eats your day. Judgement calls, client relationships, anything requiring your licence, sign-off or authority stay with you. The clients who get the most out of a property Management Assistant hand over a defined process and keep the decisions, rather than handing over the whole function and hoping. On the discovery call we'll map which tasks fall on which side of that line before you commit to anything.
How do I hand the work over without losing weeks to training?
Record yourself doing the task once and talk through it as you go — a fifteen-minute screen recording beats a written manual every time, and your property Management Assistant will turn it into a documented process you both work from. Expect the first fortnight to be shadowing and checking, then steadily less. If you have nothing documented, that's normal and it's not a blocker: we'll help you decide what to record first, and your account manager checks in through the whole ramp-up.