Property Management Virtual Assistant

Job Description This is a remote position. About the Role We are a fast-paced Australian real estate agency looking for a versatile, proactive, and energetic team member to become the virtual face and voice of our office. As our Real Estate Front Desk & Admin Assistant, you will be our front-line communicator, managing phone inquiries and helping our sales and property management teams run smoothly. This role is ideal for someone who is highly organized, possesses great integrity, and is eager to learn the nuances of Australian Property Management and Sales Administration. While we don't expect you to know everything on day one, we need a quick learner with a great attitude, excellent communication skills, and a strong willingness to grow with our team. Requirements Key Responsibilities 1. Front Desk & Client Communication Inbound Call Handling: Act as the first point of contact for our agency. You’ll answer incoming calls professionally, figure out what the caller needs, and direct them to the right team member. Proactive Outbound Calls: Return missed calls promptly, follow up on general inquiries, and make outbound calls to clients, tenants, or tradespeople as requested by the property management team. Inquiry & Lead Management: Take detailed messages, capture lead information accurately, and log them so our team can follow up fast. Client Support: Answer basic questions from clients, landlords, and tenants regarding property listings, inspection times, or appointment bookings. Calendar Management: Coordinate and schedule appointments, property viewings, and meetings for our agents and property managers. Arrears Support: Confidently make friendly but firm follow-up phone calls to tenants regarding rent arrears. 2. Administrative Support CRM Management: Keep our database clean by updating client profiles, call logs, and incoming inquiries. Team Liaison: Work closely with our agents and property managers to pass on critical information and ensure nothing falls through the cracks. General Admin Support: Handle daily administrative tasks, including email correspondence, basic data entry, and file organizing. What We Are Looking For Excellent Communication: You have flawless verbal and written English skills with a warm, confident, and professional phone manner. Adaptability: You are a quick learner who can easily pivot from handling a live phone call to focusing on administrative tasks or system updates. Integrity & Trust: You will be handling sensitive client information, so being highly dependable and honest in a remote environment is a must. Technical Aptitude: Previous experience using PropertyTree is a massive advantage. Trainability: You are resourceful and eager to grow. You listen well to feedback and actively look for ways to improve your skills. AI & Technical Literacy: Proven capability in effectively using Generative AI and automation tools to enhance daily output, draft communications, and optimize administrative processes. Desired Experience Previous experience supporting the Australian Real Estate industry is a major plus. Prior experience in a receptionist, front desk, or phone-heavy customer service role. Work Setup: Reliable high-speed internet, a secure work-from-home setup, and the capacity to work Victorian business hours (AEST/AEDT).