Property Management Coordinator

Job Description This is a remote position. About the Role We are looking for a highly capable, detail-oriented Property Management Coordinator to provide end-to-end operational support for our Victorian portfolio. This is a critical role that sits at the center of our administration, requiring someone who can manage vital trust accounting tasks, maintain high compliance standards, and confidently handle critical legal documentation. The ideal candidate has hands-on mastery of PropertyTree, a thorough understanding of Victorian tenancy laws (including VCAT and safety compliance guidelines), and a proactive attitude. You will work closely with our Property Managers to keep the portfolio organized, compliant, and running flawlessly. Requirements Key Responsibilities 1. Administrative & Property Management Support Inbox Management: Triage and assign unassigned emails within PropertyTree to ensure swift response times. Correspondence: Create formal letters using Ray White letterhead and brand templates as requested by Property Managers. Rent Reviews: Draft rent review emails for landlords, attaching Comparative Market Analysis (CMA) reports for owner approval. Tenancy Follow-ups: Proactively follow up with owners and tenants via email regarding upcoming lease renewals and rent reviews. Operational Redirection: Process redirection email requests for utilities, strata, and council rates as instructed by the team. References & Offboarding: Prepare standard rental references and compile transfer of management documentation for lost managements. Team Backup: Provide overflow support by covering reception calls and leasing tasks as needed. 2. Lease & Tenancy Management (VCAT & Notices) VCAT & Legal Notices: Prepare and issue compliant Victorian statutory notices, including: Notices for Rent Arrears & Notices of Rent Increase Breach of Duty Notices & Notices of Intention to Sell Immediate Notices to Vacate Notices to Vacate for: Non-Payment of Rent, End of Fixed-Term, Property Sale, Owner Occupation, Repairs/Renovation/Demolition, or Change of Use. Lease Documentation: Draft official lease renewal agreements and extract monthly lease renewal property lists. Reporting & Tracking: Regularly update the internal lease renewal tracker and draft exit inspection reports under the guidance of Property Managers. Disclosures: Send required disclosure statements to property owners. 3. Compliance & Safety Management Safety Tracking: Generate monthly safety check reports and regularly update the internal safety compliance tracker. Work Orders: Create safety check job requests, assign tasks, and dispatch work orders to qualified trades for safety inspections. Owner Notifications: Identify outstanding compliance items and send overdue safety check notifications to property owners. Data Integrity: Upload completed safety check reports into PropertyTree under the compliance tab. Status Updates: Update property labels to reflect compliance milestones and minimum standards pass/fail status. Inspections: Generate monthly overdue routine inspection reports to ensure the team stays on schedule. 4. Financial & Invoice Processing (As required/requested by Property Managers only) Bill Processing: Input, reconcile, and process utility and trade bills for residential properties. Commercial Invoicing: Process invoices specifically for commercial properties within the portfolio. Manual Invoicing: Create manual invoices as required and requested by Property Managers. Auditing: Conduct monthly fee audits and quarterly bond audits to ensure account accuracy. Supplier Management: Onboard new suppliers into the system and securely update supplier bank details upon request. ​ Qualifications & Requirements Experience: 2–3 years of experience in Australian Property Management support, with specific exposure to the Victorian ( Residential Tenancies Act ) framework highly preferred. Software Expertise: Advanced, hands-on experience using PropertyTree. Compliance Knowledge: Clear understanding of Victorian safety compliance laws (Gas, Electrical, and Smoke Alarms) and VCAT notice requirements. Communication: Flawless written and verbal English skills; able to draft highly professional, legally binding correspondence.