Receptionist | Property Management Virtual Assistant

C9 Teams; Victoria; Hybrid; AUD 65,000 - 85,000; Full time

Benefits offered by this job

Work-from-home setup

Flexible hours

Job summary

C9 Teams is seeking a Property Management Coordinator to act as the administrative engine of our Victorian portfolio, combining hands-on tenancy management with smart, AI-powered workflows. You'll excel in PropertyMe and PropertyTree, navigate Victorian regulations, and draft notices and communications with a warm, professional tone.

This remote, work-from-home role supports a modern, tech-forward team focused on accuracy and efficiency.

Qualifications

• 2–3 years Australian property management experience (Victorian portfolio preferred).
• Proficient with PropertyMe and PropertyTree.
• Familiar with Victorian tenancy laws and AI-assisted drafting.

Responsibilities

• Lease renewal coordination and residential tenancy agreement preparation.
• Draft rent increase notices and tenant communications using AI tools.
• Maintain accurate data in PropertyMe and PropertyTree.
• Coordinate proactive maintenance and manage contractor quotes.
• Schedule and manage inspections under the Residential Tenancies Act (VIC).

Skills

Property management experience

PropertyMe

PropertyTree

AI drafting (tools like ChatGPT)

English communication

Education

Tools

PropertyMe

PropertyTree

ChatGPT / AI tools

Job description

We are seeking a Property Management Coordinator who combines deep industry expertise with a modern, tech-forward mindset. This role is the administrative engine of our Victorian portfolio, requiring a professional who doesn't just manage tasks but actively seeks smarter ways to complete them.

The ideal candidate will have hands-on expertise in PropertyMe and PropertyTree, a firm grasp of Victorian tenancy laws, and a resourceful, AI-powered approach to problem-solving.

Requirements

Job Responsibilities

Lease & Tenancy Administration

• Lease Management: Coordinate Lease Renewal Projects and prepare Residential Tenancy Agreements in compliance with Victorian regulations.
• Smart Communication: Draft Rent Increase Notices and tenant correspondence using AI-assisted writing tools to ensure a professional, consistent, and "human-first" brand voice.
• Database Integrity: Maintain precise records in PropertyMe/PropertyTree, using resourcefulness to resolve data discrepancies independently.

Maintenance & Compliance Coordination

• Proactive Maintenance: Triage maintenance requests and dispatch Work Orders to tradespeople.
• Resourceful Coordination: Use initiative to follow up with contractors, source competitive quotes, and ensure repairs are completed within Victorian legislative timelines.
• Safety Compliance: Monitor and schedule mandatory Victorian safety checks (Gas, Electrical, and Smoke Alarms) to ensure 100% portfolio compliance.

Inspection Support

• Inspection Scheduling: Manage routine inspection calendars, ensuring all legal notices are served correctly under the Residential Tenancies Act (VIC).

Qualifications & Technical Skills

• Industry Experience: 2-3 years in Australian Property Management (Victorian portfolio experience is a major plus).
• Software Mastery: Proven experience with PropertyMe and PropertyTree.
• * Ability to leverage Generative AI (e.g., ChatGPT, Claude) to draft high-quality correspondence and process improvements.
• Familiarity with AI-driven property tools (e.g., automated invoice capture, maintenance triage bots) is highly desirable.
• Communication: Exceptional English skills with the ability to blend automated efficiency with a warm, empathetic tone.
  

Key Attributes: The "Can-Do" Difference

• Resourceful Problem-Solver: You don't wait for a solution to be handed to you. You are a "Google Ninja" who can research Victorian VCAT rulings or tech workarounds independently.
• "Can-Do" Attitude: You approach challenges with a positive, solutions-oriented mindset. No task is too small, and no process is "perfect" - you are always looking for ways to optimize.
• Agile Learner: You stay ahead of industry trends and are eager to adopt new AI tools that make the team more efficient.
• Highly Organized: You can manage the fast-paced nature of Victorian property management with minimal supervision.
  

Requirements

• Reliable high-speed internet and a professional work-from-home setup.
• Ability to work Victorian (AEST/AEDT) business hours.