Property management virtual assistant

Role Overview:
We are seeking a detail-oriented Property Management Virtual Assistant to support a growing real estate business with administrative and operational tasks across a dynamic property portfolio. This role is ideal for someone highly organized, process-driven, and capable of working in an ad hoc environment where priorities may shift depending on workload. The VA will assist with CMA preparation, application processing, document preparation, and maintenance coordination using tools such as PropertyMe, Snug, Inspection Express, Pricefinder, and Google Workspace. The ideal candidate thrives on accuracy, follows instructions meticulously, and can independently manage tasks while maintaining consistency and compliance. This position plays a key role in freeing up the business owner’s time to focus on growth and client-facing activities.

Job Title: Full-Time Property Management Virtual Assistant Location: Remote Schedule: 40 hours per week, Monday to Friday, 9:00 AM Queensland Time 

Key Responsibilities:
Property Management Administration

• Manage and update property data in PropertyMe, ensuring accuracy and completeness of records
• Process tenancy applications using Snug, including reviewing documents and tracking applicant progress
• Prepare and send notices (e.g., breach notices, lease renewals) through PropertyMe and DocuSign
• Assist with lease documentation, including Form 5, Form 6, and other RTA-related forms using Google Docs

CMA & Reporting Support

• Prepare Comparative Market Analyses (CMAs) using Pricefinder and maintain tracking via Excel spreadsheets
• Compile CMA data into clear, one-page rental appraisal documents for internal stakeholders
• Update and manage CMA tracking spreadsheets in Excel and Google Sheets

Maintenance & Operations Coordination

• Coordinate maintenance requests through PropertyMe and follow up with contractors for completion updates
• Track inspection schedules and outcomes using Inspection Express
• Ensure all maintenance records and communications are logged accurately in relevant systems

Calendar & Task Management

• Manage calendars, task lists, and workflow tracking using Google Workspace tools
• Prioritize urgent tasks and ensure deadlines are met across multiple systems and workflows
• Communicate updates and task progress via email and WhatsApp

Required Skills & Experience

• 2+ years of experience in property management administration or virtual assistant support
• Strong attention to detail with the ability to follow processes and checklists accurately
• Experience with property management software such as PropertyMe (or similar platforms)
• Proven ability to manage data entry, document preparation, and system updates with high accuracy
• Excellent organizational and time management skills, with the ability to prioritize shifting tasks
• Strong written communication skills for handling emails, notices, and documentation

Preferred Skills

• Experience preparing CMAs and rental appraisals using tools like Pricefinder
• Familiarity with Australian property management processes and documentation (e.g., RTA forms)
• Experience supporting fast-growing or startup-style property portfolios

Tools & Software Proficiency

• Property Management Systems: PropertyMe, Snug, Inspection Express
• Data & Reporting: Pricefinder, Excel Spreadsheets, Google Sheets
• Communication & Collaboration: Google Workspace (Gmail, Google Docs), WhatsApp
• Document Signing & Forms: DocuSign