Real Estate/Property Management Admin (Australian Client)

About Brainbox

Brainbox is a unique BPO that focuses not only on delivering excellent service but also on fostering an amazing culture. Rooted in our core value of 'Always Be Kind', we prioritise kindness in every policy, decision, and action. Our Philippines management team is composed entirely of Filipinos, and we provide unlimited training and HMO benefits from day one to help our people grow and become their best selves.

The Role

We are looking for a Property Management Administrator to support an Australian real estate team with the day-to-day administration of their rental and portfolio. You will manage invoicing, coordinate maintenance requests, and keep tenancy and owner records accurate, so the onshore team can focus on clients and properties.

Key Duties

Invoicing and Accounts

• Process creditor and supplier invoices in the property management system.
• Prepare and issue invoices to owners, tenants and owners corporations.
• Reconcile payments, receipts and owner disbursements.
• Monitor rent and levy arrears and send reminder notices.
• Assist with end-of-month reporting and owner statements.

Maintenance Coordination

• Log and track maintenance requests from tenants and owners.
• Obtain quotes from contractors and issue work orders once approved.
• Follow up with tradespeople to confirm attendance and completion.
• Keep tenants, owners and property managers updated on job progress.
• Maintain the contractor database, including insurance and licence details.

Property and Tenancy Administration

• Update tenancy, owner and property records in the CRM and property management software.
• Prepare lease documents, renewals, notices and rent review letters.
• Schedule routine inspections, ingoing and outgoing condition reports.
• Track compliance items such as smoke alarm servicing and insurance renewals.

Strata Support

• Assist with levy notices, owners corporation correspondence and meeting documentation.
• Coordinate common property maintenance and contractor records.
• Maintain strata roll and lot owner details.

General Administration

• Manage shared inboxes and respond to routine enquiries.
• File and maintain documents to agency standards.
• Support the property management team with ad hoc administrative tasks.

Essential

• At least 2 years of experience in real estate administration or property management.
• Experience supporting Australian clients or working with Australian real estate processes.
• Experience with invoicing, accounts processing
• Experience coordinating maintenance with contractors or tradespeople.
• Able to speak and write in English proficiently, with a professional tone in emails and calls.
• High attention to detail and accuracy with numbers and records.
• Organised, able to manage multiple requests and meet deadlines.
• Comfortable working independently and following documented processes.
• Proficient in Microsoft Office or Google Workspace.

Preferred

• Background in strata management or strata administration.
• Experience with Australian property management or strata software such as PropertyMe, Console Cloud, PropertyTree, REST, StrataMax or Strata Master.
• Understanding of Australian residential tenancy processes.

• Attractive and competitive salary
• Tenure-based and Performance-based incentives
• Paid time off
• Unlimited cash incentives for hired referrals
• Engagement and Recognition programs
• HMO on day 1
• Work-life balance with a 37.5h week and free weekends
• International career growth and clients
• Opportunities to travel abroad
• Modern air-conditioned offices, located along MacArthur Highway (easy public transportation access), near residences, malls, and restaurants
• Fun and inclusive working environment and great working culture
• Dedicated local support with local Management, HR, onboarding, payroll, and ICT
• Access to unlimited training and micro-competencies to advance your skills

This role is subject to a number of skills and possible online practical tests.

This position is an onsite role at our Pampanga office. Candidate must be willing to work on-site.