Real Estate Virtual Assistant

We are seeking a talented and experienced Virtual Assistant to support our partner, a real estate or property agent based in Australia. This role will require you to work for 20 hours a week on a flexible, on-demand basis, offering a pay range of AUD 300 to 500 monthly, depending on your qualifications and experience. As a key player in supporting daily operations, you’ll be handling administrative duties, property management tasks, and client communications while also contributing to marketing efforts across social media platforms.

Responsibilities:

1. Administrative Support:

• Manage administrative tasks related to property listings, appointments, and documentation.
• Organize and maintain property-related files, contracts, and essential documents.

2. Landlord and Tenant Onboarding:

• Assist with onboarding new landlords and tenants, ensuring accurate execution of documentation and agreements.
• Set up profiles in property management systems (PropertyMe preferred) to streamline operations.

3. Email and Communication Management:

• Handle email correspondence with property owners and tenants, filtering, prioritizing, and responding to messages as required.
• Maintain clear communication records and escalate issues to the real estate agent when needed.

4. Rent Increase Notices:

• Draft and send rent increase notices in accordance with local regulations.
• Track deadlines to ensure notices are delivered and implemented on time.

5. Routine Property Inspections:

• Schedule property inspections, coordinating with tenants and property managers.
• Follow up on inspection reports and communicate findings as necessary.

6. Scheduling Tradespeople for Maintenance:

• Arrange and schedule tradespeople for maintenance and repairs, ensuring timely task completion.
• Coordinate between property managers, tenants, and tradespeople for seamless communication.

7. Property Management Support:

• Use property management systems for data entry, tenant records updates, and maintaining lease agreements.
• Track rent payments, tenant issues, and other property management reporting.

8. Social Media Management:

• Post regular updates, property listings, and promotional content on social media platforms.
• Use Canva (preferred) to create engaging marketing materials.
• Respond to social media inquiries and engage with the audience as needed, while monitoring performance metrics.

9. Marketing Assistance:

• Assist in creating and updating property listings across online platforms.
• Support newsletters, email campaigns, and marketing efforts aimed at attracting clients and promoting properties.

10. Appointment Scheduling:

• Schedule property viewings, tenant meetings, and other appointments.
• Ensure calendars are updated, with reminders sent for critical events.

11. WeChat Communication:

• Use WeChat (preferred) for communicating with Chinese-speaking landlords or tenants when necessary.

Qualifications:

Skills:

• Proficiency in Microsoft Office Suite and Google Workspace.
• Experience with social media platforms and property listing websites.
• Strong organizational and communication skills, with experience using email and project management tools.
• Familiarity with Canva (preferred) for designing marketing materials.
• WeChat proficiency (preferred) for engaging Chinese-speaking clients.
• Excellent attention to detail, particularly with scheduling and managing documentation.
• Strong multitasking skills with the ability to meet deadlines in a fast-paced environment.
• Proficiency in English, with Mandarin language skills preferred.

Experience:

• Minimum of 1 year of experience as a Virtual Assistant or Administrative Assistant in the real estate or property industry.
• Hands-on experience with PropertyMe or similar property management systems.
• Familiarity with Australian property regulations and landlord/tenant relations is a plus.

Personal Attributes:

• Proactive & Self-Motivated: Able to take initiative and work independently.
• Detail-Oriented: Careful and meticulous with handling paperwork and client communications.
• Problem-Solver: Capable of providing quick, effective solutions to property-related issues.
• Customer-Centric: Focused on delivering excellent service and maintaining professional relationships.
• Time Management: Able to manage multiple priorities and deadlines efficiently.

This is a fantastic opportunity to work remotely with a dynamic Australian property agent, providing critical support in their day-to-day operations while enjoying flexible working hours. If you are an organized, proactive, and skilled individual passionate about the property sector, we would love to hear from you.