Property Manager

A well known Real Estate Agency in the Southeastern Suburb is hiring a Chinese speaking Property Manager to in charge of the rental department, managing a portfolio of 100 properties, someone has experience with VCAT is preferred.

Requirements as below: 

Maintenance

• Urgent maintenance to be actioned same day of the report being received from the tenant. Non-urgent maintenance is to be dealt with 48 hours of it being received at the office
• Document all urgent maintenance in writing immediately when reported
• Organising approval from owners, prior to commencement of work/s
• Co-ordinating tradesman to attend as soon as landlord gives authority
• Follow up with tenants and landlords about progress on the same day
• Copy of maintenance sheet/quote request/ Job order or correspondence to be completed and saved in the system. Once invoice arrives remove job sheet for payment. Once quote/s arrive forward to landlord and keep a copy of the letter and quote. Weekly monitoring of maintenance to be done to check all progress of jobs. Follow up all quotes sent to owner more than 7 days earlier

Routine inspections

• Attending properties to carry out routine inspections
• Arrival to the property must be within the time that was set for the tenant
• Complete report and take photographs including outside, and photograph any maintenance relevant
• Filling out report for landlord must be completed on the same day as the inspection is carried out and placed in Management tray for checking or emailed to Management where E-Inspect is being used
• Diarise reminder to follow up Landlord if there is maintenance reported in the Routine Inspection Report
• Write to tenant to confirm any items that they may need to attend to. Diarise follow up of tenants to ensure we re-inspect if necessary

Sign Ups

• Sign-ups to be done ideally within 24 hours of application approval and rent and bond must be paid
• Ensure tenants sign all copies of the lease in the correct places and then photocopy. Send 3 original leases to owner for signature
• Ensure that the tenants receives all paperwork and signs correct forms to acknowledge reading all documentation
• Photocopy bond cheque and post original cheque and bond lodgement form to Bond Authority
• Call landlord to advise that the tenant has signed up
• Email all office staff to advise that the tenant signed up
• Diary note to follow up return of leases by Landlord within 7 days
• Tick board to indicate that sign up has been done
• Put leased sticker on board within 24 hours of sign up

Arrears

• Needs to be looked at daily and actioned 3 times per week
• Tenants up to 2 days late should be sent an SMS
• Tenants that are 4 days late should be phoned, a second call should be made at 6 days
• Inform landlords of tenants that look like being potential problems at 7 days and advise Management/Director if a tenant gets to 14 days
• Seek landlord’s approval and service notice to vacate on tenants that fall 14 days in arrears
• For landlord who choose not to give NTV at 15days, confirmation of their instruction’s must be in writing to avoid future problems

Ending of Tenancies

• Advise landlords and follow instructions to serve appropriate NTV on tenants in correct time frame

Vacating Tenants

• When notice to vacate is received for tenants, check if tenants are breaking their lease and take appropriate action if they are
• Research appropriate re-listing price
• Call landlord to advise tenant vacating and suggest re-listing price, discussing advertising strategies
• Notify landlord of advertising and board costs
• Give files to reception for standard letters to be done to landlord and tenants and re-listing on Internet immediately

Final Inspections

• Liaising with previous tenants within 48 hours of key return or with 24 hours following a weekend or public holiday
• Liaising with the owners within 48 hours of key being returned
• Bond resolution within 10 days of key return
• Final rent payments/lease break charge calculation
• Attend property and advise owner immediately
• Photos of condition of property must be taken at the time of the inspection for action if required through VCAT
• Liaise with tenants to get issues resolved or an agreement for bond return to prevent going to tribunal

All Tribunal Matters

• Application for all tenancy matters
• Tribunal application for bond retention must be made within 10 days following the return of the keys by tenants
• When a landlord requests that notice to vacate must be given to a tenant, this must be done within 24 hours of the request. The owners instructions must be confirmed in writing in order for us to proceed
• Attend all VCAT hearings at the allocated time set out by VCAT
• Request Adjournments within the specific time frame
• Withdrawal Proceedings within the specific time frame
• Complete charge so that Landlord is invoiced for appearance fees
• Once hearing is completed, advise owner of outcome and any further actions required

Prospective Tenant Inspections

• All enquiries to view properties should be dealt with within 24 hours of the enquiry being made
• Showing people through vacant and soon to be vacant properties
• Ensuring you have applications and rental lists at all inspections/appointments
• Taking details of the people who attend inspections, ie: license, photo identification, phone numbers, this must be done at all inspections
• Prepare advertisements to be placed in the appropriate media
• Actively promote and lease properties currently available for lease and pending
• Contact Owners with vacant properties on a weekly basis

Condition Reports – Management

• Ensure these are carried out prior to tenants moving in
• Condition reports must be completed within 24 hours prior to tenants commencing
• Ensure photographs are taken to accompany all Condition Reports
• Once completed tick letting board to indicate completed immediately upon return to the office
• Prepare keys and Condition Reports in collection tray ready for the tenant to pick up the day prior to the tenancy commencement date
• Ensure all keys and remote controls are photocopied
• Diarise follow up of signed Condition Report from the tenant

Ongoing Management

• • Update and maintain rental ‘Vacancy’ list
  • Conduct 6 monthly routine inspections of properties
  • Keep Owner/s advised of all legislative requirements
  • Negotiate and instigate rental increases
  • Supply landlord with end of year financial statement for taxation purposes
  • Maintain all files and computer records
  • Ensure Owner/s are aware of insurance options
  • Ensure all (if not most) properties are on a fixed term lease agreement
  • Update CRM daily
  • Trust accounting for Property Management only

• Must have Australia PR or Citizen