Virtual Assistants
Everything but the site visit. Our real estate-trained assistants take the desk work off your property managers: applications, arrears, maintenance, renewals, compliance and the inbox. Your team gets its time back for owners, tenants and properties.
If it can be done from a desk, it can be handed over
Your VA works in your systems and your inbox like any other member of your team. This is a typical scope. We agree yours with you before we start, and it can change as your agency does.
Leasing and applications
- Process applications: affordability, tenancy database (TICA) checks, employment and rental references.
- Present suitable applicants to the owner for approval.
- Prepare tenancy agreements and send them for signing.
- Raise move-in invoices and lodge the bond with your state’s bond authority.
- Write and upload rental listings from your photos and notes.
- Answer rental enquiries and book people into viewing times.
Tenancy management
- Reply to tenant enquiries where the answer is on file.
- Work through your new-tenant and vacate checklists, including bond refund paperwork.
- Lease renewals: ask tenants about a new term, confirm with owners and issue the new agreement.
- Rent reviews: track due dates, prepare the market comparison and issue notices within your state’s notice periods.
- Arrears: daily follow-up in line with your arrears process, with breach notices prepared when you ask.
- Follow up unpaid tenant invoices, such as water usage.
Maintenance
- Turn incoming requests into work orders.
- Get quotes and seek the owner’s approval.
- Arrange access between tradespeople and tenants.
- Follow up every job open for more than 10 days.
- Chase the supplier’s invoice once a job is finished, and enter it as a bill.
- Keep owners and tenants updated until the job is closed.
Inspections
Scheduling and reporting, not attending
- Send reminders as routine inspections fall due.
- Plan the inspection run and issue entry notices to tenants.
- Format inspection reports from your property manager’s photos and notes, and send them to owners.
- Book in entry and exit condition reports and prepare the paperwork ahead of the visit.
Compliance
- Smoke alarms: track due dates with your compliance provider, or chase owners who arrange their own.
- Water efficiency, pool safety and the other requirements in your state.
- Follow up landlord insurance renewals and certificates of currency.
- Keep compliance records current on every property file.
Owners and new business
- Send owner information statements and follow up until they come back.
- Set up new and taken-over properties: management agreements, owner details and tenancy history.
- Follow up rental appraisals and send management paperwork to new owners.
- Keep owners informed on arrears, maintenance and renewals.
Office and sales support
- Triage the shared inbox and manage calendars.
- Data entry and reporting in PropertyMe, Property Tree, Console Cloud and other platforms.
- Listing and marketing admin for the sales team: portal uploads, marketing schedules and vendor reports.
- Sales file admin from contract to settlement.
- Keep your database and CRM up to date.
Anything that needs someone on site
Routine, entry and exit inspections, open homes, key handovers and photos stay with your property managers.
So do the decisions. Your VA prepares, follows up and keeps the file current. Your team approves applicants, sets rents and signs off notices.
Not on the list? If your team does it at a desk, through your software, email or phone, ask us. Weighing it up? Read where a property management VA pays off.
Up and running without the hiring process
Agree the scope
We go through your team’s week with you and list the tasks that move to your VA, and how you like them done.
Set up access
Your VA works through your software and email, so owners and tenants see your agency’s name.
Learn your way
We train your VA on your systems and on how your office runs, then they follow your procedures.
Report and review
You hear what’s done and what’s waiting on you, and we review the scope as your portfolio changes.
A flexible desk, not a fixed cost
Scale support up during peak periods (EOFY, portfolio growth, staff leave) and back down when things settle, without the recruitment cycle, the training time or the risk of them leaving.
Platforms our team works in
Plus tenancy databases, application platforms and your state’s bond authority portal.
Common questions about our VAs
Can a virtual assistant do routine inspections or open homes?
No. Anything that needs someone at the property stays with your property managers: routine, entry and exit inspections, open homes, key handovers and photos. Your VA books the inspections, issues the entry notices and formats the reports from your property manager’s photos and notes.
Whose name do owners and tenants see?
Your agency’s. Your VA works through your property management software and your email, so owners and tenants keep dealing with your agency, as they do now.
Who makes the decisions?
Your team. Your VA prepares, follows up and keeps the file current. Your property managers approve applicants, set rents and sign off notices.
Do we need to use you for trust accounting as well?
No, the VA service stands on its own. If we already run your trust accounting, the bills your VA enters and the arrears they chase are handled by the same team, which saves a lot of back and forth.
How is it priced?
A monthly fee, based on the scope we agree with you. There is no recruitment fee, and no superannuation, payroll tax or leave to manage on your side. Tell us what’s on your team’s plate and we’ll come back with a quote.
Want it on paper? Download the four-page VA brochure (PDF).
Find out what outsourcing would cost your agency.
Two minutes. No obligation. A clear estimate based on your portfolio and software.