Real Estate & Property ✦ Dedicated & full-time

Real Estate Account
Assistant

Trust accounting support and reconciliations under your licensee's oversight — 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 Real Estate Account Assistant does

Trust accounting is unforgiving. A real estate account assistant supports reconciliations, receipting and disbursements accurately, under your licensee's oversight.

Every StaffingSolutions.io real estate account 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

  • Trust reconciliations — accurate and timely.
  • Receipting — recorded correctly.
  • Disbursements — prepared for approval.
  • Invoicing — commissions and fees.
  • Reporting — trust and management.
  • Records — audit-ready.
The actual work

A week in the role

Trust accounting is prescribed by state legislation and audited annually. A real estate account assistant does the daily work underneath it — receipting, allocating, matching the bank feed, preparing disbursements and building the month-end pack — so the licensee in charge reviews and authorises rather than data-enters.

The taskWhat that actually involves
Receipt rent daily

Allocates the day's rent receipts against tenant ledgers in PropertyMe, Console Cloud or REST Professional, matches direct debit and BPAY payments to the right tenancy, splits part payments correctly across rent and water, and queues unidentified deposits for the property manager to identify.

Match the trust bank feed

Works the live bank feed against the trust cash book every morning, clears matched items, investigates unpresented deposits and dishonoured payments, and lists the exceptions the licensee in charge needs to look at before anything is signed off.

Prepare the mid-month disbursement run

Builds the mid-month owner disbursement: checks funds have cleared, holds back agreed reserves and invoices due, verifies owner bank details against a written instruction rather than an email request, and presents the run for the licensee to authorise the payment.

Process creditor invoices

Enters trade, water, council, insurance and smoke alarm invoices against the correct property and owner ledger, checks the work order was approved and the job completed, applies GST correctly, and schedules them into the next run without exceeding available owner funds.

Generate owner statements

Produces monthly owner statements showing income, deductions, management fees and attached invoice copies, checks for negative balances, missing rent or unallocated receipts before release, and issues them once the licensee has approved the end-of-month run.

Assemble the monthly trust reconciliation

Prepares the month-end trust reconciliation — cash book to bank statement to total of ledger balances — schedules unpresented items and outstanding deposits, and hands the completed reconciliation to the licensee in charge to review and sign within the period the state prescribes.

Handle sales trust deposits

Records contract deposits into the sales trust ledger against the correct property and purchaser, tracks which contracts have gone unconditional, and prepares the deposit release or settlement disbursement paperwork for the licensee to check and authorise.

Reconcile bond transactions

Tracks bond lodgements, transfers and refunds against the state bond authority's records, matches receipted bond money out of the trust account promptly, and reconciles the bond register so nothing sits in trust that should already have been lodged.

Bill tenant water usage

Reads the water usage invoices, calculates the tenant's recoverable portion under the tenancy agreement and the state's water efficiency rules, raises the invoice on the tenant ledger, and tracks payment so the owner is not left carrying the charge.

Prepare commission and fee runs

Calculates management fees, letting fees, administration charges and sales commission due from each ledger at month end, includes them in the run for the licensee to authorise, and reconciles the transfer against the agency's general account income codes.

Build the audit pack

Compiles the period's trust records for the external auditor — receipts, cash books, ledgers, bank statements, monthly reconciliations and authorisation records — indexed and complete, and answers the auditor's queries so the licensee can lodge the audit report by the state deadline.

Maintain the unclaimed monies register

Identifies balances sitting on ledgers with no active tenancy or contactable owner, documents every attempt made to reach them, and prepares the register in the form the state regulator requires for the licensee to deal with.

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Questions

Frequently asked

How much does a real estate account 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 real Estate Account 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 real Estate Account 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 real Estate Account 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.