The Australian Real Estate and Property Management industry is more competitive than ever.

With fixed commissions, pressure to lower property management fees from other agencies and downward pressure on rents eroding management income, Australian real estate agencies are feeling the pressure to balance good service and to remain profitable.

The addition of a VA has proven to help many Australian Real Estate professionals by removing the stress of time consuming administrative work and day-to-day tasks. Giving them back the time to focus on building client relationships and growing their business.

So, what is a property management virtual assistant?

A virtual assistant, otherwise known as a VA, is a remote staff to whom you can designate back office administrative tasks. While property management virtual assistants are incorporated into your business structure and can be considered a team member, they are not part of the local or in-house staff.

In the Australian property management industry, a number of back office administrative processes are being outsourced to virtual assistants located in key locations, such as the Philippines.

What tasks can a property management virtual assistant do to help ease the workload on you and your team?

Assign back office administrative tasks to your virtual assistant, such as processing applications, setting appointments and schedules, filing documents and maintaining property listings. In addition to property management tasks, your remote team can also handle tasks for promotion, lead generation and client retention.

Below is a comprehensive list of commonly outsourced property management tasks.

Top 10 Tasks PMs Outsource

  • Processing Applications

  • Lease Renewals

  • Generating CMA’s

  • Electronic Filing of Documents

  • Data Mining / Lead Generation

  • Monitor Compliance Registers

  • Manage Maintenance

  • Schedule Routine Inspections

  • Generate Sign Up Packs

  • Maintain Listings

Top 12 Real Estate Tasks Outsourced

  • LISTING AND PRE LISTING KITS

  • LISTING AGREEMENTS & DRAST CONTRACT

  • ORDER AND TRACK SIGNBOARDS, PROFESSIONAL PHOTOGRAPHERS & GIFT PACK

  • MANAGE OPEN HOME TIMES ON PORTALS

  • FOLLOW UP DATABASE OF BUYERS AND CLEANING & UPDATING

  • PROMPT SALES AGENTS TO GET SPECIFIC INFORMATION

  • MARKET/ UPSELL ANCILLARY SERVICES (BROKING, FINANCIAL PLANNING ETC.)

  • FOLLOW UP VPA

  • ENSURE SOLICITOR HAVE CORRECT INVOICES BEFORE SETTLEMENT

  • APPOINTMENT SETTING/ CALENDAR MANAGEMENT FOR SALES AGENTS

  • FOLLOW UP FOR RATE MY AGENT OR GOOGLE REVIEWS

  • CONDUCT NPS SURVEYS WITH CLIENTS

Top 12 Lead Gen & Marketing Tasks

  • SOCIAL MEDIA MARKETING

  • JUST LISTED BROCHURES

  • JUST SOLD BROCHURES

  • APPRAISAL BROCHURES

  • LOCAL INFO BOOKLETS

  • FOLLOW UP WARM INFORMATION CALLS TO PAST & CURRENT CLIENT

  • NEWSLETTER

  • OPEN HOME MARKETING

  • MARKET UPDATE COMMUNICATION

  • EMAIL MARKETING CAMPAIGNS

  • RESIZING, WATERMARKING & HIGHLIGHTING PHOTOS

  • NEWSPAPER & OTHER PRINT MEDIA PHOTO REDESIGN

Outsourcing is becoming more and more popular in the Australian Real Estate industry and with good reason. The overall objective is to give business owners and teams a proven, cost effective and safe way to outsource their Real Estate admin, allowing the business owner to focus on profitability, growth and increase the customer experience.

How does a property management virtual assistant work within a business?

Delegating a remote staff to work on administrative property management allows you to focus on high-value tasks and in building your clientele. This translates to getting more things done – without you having to do all the work by yourself. And we all know that maximum productivity is crucial for the growth and success of any business.

Below is an example of how our lease renewal process, showing how a property manager works with their VA.

Each company has its own set of requirements and system when it comes to achieving business goals. Outsourcing property management services is one unique approach many Australian businesses employ to maximise their potential.

To help you understand whether outsourcing is a good fit for your business and identify opportunities where hiring a virtual assistant can improve your internal processes, Affordable Staff offers an obligation-free consultation.