Virtual Assistant - Administration & Property Management Administration

Job Title: Virtual Assistant - Administration & Property Management Administration

Employment Type: Full-Time Regular

HGI is seeking a reliable, organised, and detail-oriented Full-time Remote Administrative Support Officer to primarily assist our client’s Property Management Team, and occasionally provide support to the office and/or Sales Team with day-to-day tasks.

The successful candidate will help maintain accurate property and tenancy records, coordinate tenancy administration, monitor outstanding tasks, and ensure administrative processes are completed efficiently and on time. This role will work under the direction of the nominated manager and provide essential support to the smooth operation of the property management team.

Key Responsibilities:

• Rental applications: Check applications for completeness, request missing information, follow up tenancy and employment references by email.
• Tenancy documentation: Prepare draft lease agreements, renewals and other tenancy documents using approved templates and instructions for review and authorisation, and email to the tenants as directed.
• Database and records management: Maintain accurate property, tenant, landlord and contractor records in Property Tree, VaultRE and other authorised company systems, whenever instructed by the manager.
• Inspection administration: Schedule inspections and organise reports and photographs supplied by local staff, and email the report to the clients.
• Task tracking on the Systems: Set up and monitor advertising, marketing, renewals and rent arrears, bills arrears and provide regular progress updates, and send communications to tenants.
• Maintenance coordination: Log maintenance requests, request quotes as instructed. Once maintenance is approved by the manager, to coordinate appointments with tenants and tradespeople, and follow up progress following the manager’s approval.
• Other general office administrative support: Prepare various documents for including but not limited to market reports (generated from the systems “Price Finder” or “ignite”), organise files and assist with other administration tasks from departments, when instructed by managers.
• Other office general tasks, if any, as trained and directed by the manager.
• Basic accounts administration: Assist with invoice entry, supporting documents and payment-status follow-ups as directed.
• Email correspondence with clients/tenants/other outside parties: Monitor designated inboxes, respond to outside parties, including but not limited to tenant, owner and contractor enquiries using approved instructions, and escalate matters requiring the manager’s attention.

Skills & Experience:

• Previous real estate administration or virtual assistant experience; experience supporting property management and general administration of an Australian real estate business is preferred.
• Experience with Property Tree and VautRE platforms or similar property management and real estate software is an advantage. The successful candidate must be willing to learn and use the company’s systems.
• Strong written and spoken English and professional email communication.
• Good organisation, time management and attention to detail.
• Proficiency in Microsoft Outlook, Word and Excel.
• Ability to follow procedures, work independently and escalate issues promptly.

Scope and Authority:

The Virtual Assistant will work within approved procedures and delegated authority. All matters including but not limited to Tenancy approvals, expenditure approvals, disputes, maintenance approvals and all matters requiring professional judgement and experienced decision making must be referred to the nominated property manager. Documents requiring authorisation must be reviewed and approved before issue.

Work from Requirements:

• Own laptop or desktop PC with a minimum Intel Core i5 10th Generation processor, 16 GB RAM)
• Secondary monitor to support efficient multitasking.
• Must have 2 stable wired internet connections (1 primary and 1 backup; mobile data not accepted) with at least 10 Mbps download speed.
• Dedicated home office setup with a quiet, private workspace suitable for professional work and online meetings.
• Ability to maintain confidentiality when handling HGI’s company and client information. Must comply with client’s confidentiality agreements, protect clients, owners and tenants’ information, use a…