Enter Buddle: your trusted HR partner that’s not only humanising outsourcing but also revolutionising remote staffing with Remote Professionals (RPs) based in the Philippines.  Let’s take a look at the four most common workflows that our RPs are assisting property management companies with. 

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Note: We’ll bold the steps that our RPs can take off your hands and handle themselves

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New lease processing

The new lease process is a critical workflow that requires attention to detail and coordination between local property managers and remote support staff.

1. Application approval: Local property managers approve applications and send approval emails to applicants with payment instructions.
2. Data entry: Leasing details are entered into the company's Customer Relationship Management (CRM) system.
3. Tenant information processing: Once the deposit payment is confirmed, remote staff enter tenant information into the Property Management Engine (PME).
4. Property listing management: The property listing is removed from various platforms, and the application is marked as "Leased" in relevant systems.
5. Lease agreement preparation: Remote staff prepare the lease agreement using region-specific templates and incorporating details from the CRM and tenant application. 
6. Review and approval: Local property managers review, recommend changes, and approve the lease agreement for tenant signing.
7. Approval: Leasing manager reviews, recommends changes, and approves lease agreement for tenant signing.
8. Bond processing: Depending on the region, different bond processing procedures are followed (e.g., RBO in NSW, RTBA in VIC, or direct processing in QLD).
9. Final steps: This includes removing signboards, booking smoke alarm inspections, and saving the signed agreement into the PME

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Routine scheduling

Efficient scheduling of routine property inspections is crucial for maintaining properties and tenant relationships. 

1. Property identification: Property managers compile a list of properties due for inspection and coordinate with the inspecting agent.
2. Software updates: The property management software is updated with inspection dates, and email notifications are sent to tenants at least 7 days before the inspection.
3. Remote staff coordination: Local property managers send routine details to remote staff via email or messaging systems.
4. Calendar management: Remote staff create and send online calendar invites to both property managers and inspectors as reminders.
5. Casual staff management: For inspections conducted by casual agents, tasks are added to a Delivery Management Platform to track activity and verify completion for accurate payment.
6. Tenant communication: A few days before the inspection, automated reminder notices are sent to tenants using the property management software.
7. Response management: When tenant responses are received, remote staff update calendar invites with notes on tenant attendance or any relevant information provided by tenants.
8. Schedule adjustments: If changes to the routine schedule are necessary, property managers inform remote staff, who then update all relevant platforms and notify involved parties.

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Creating property appraisals

The process of creating property appraisals involves collaboration between local sales agents and remote property management support teams. 

1. Initial Contact: The local agent initiates contact with the vendor to schedule a property inspection.
2. Data Entry: RP adds vendor details to the CRM system.
3. Appraisal Preparation: The RP prepares an appraisal for the upcoming appointment.
4. Review and Approval: The local agent reviews and approves the appraisal, making changes if necessary.
5. Marketing Planning: Both parties collaborate on creating a marketing schedule and sales proposal.
6. Follow-up: The agent responds to vendor follow-up emails, while our RP sends appointment confirmations.
7. Scheduling: Calendar invites are sent to both client and vendor for the upcoming appointment.

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Processing sold properties

Once a property is sold, another crucial workflow begins.

1. Inquiry Management: The local agent handles all inquiries and inspections from interested parties.
2. Contract Preparation: Upon sale, the agent prepares and sends the Contract of Sale (COS) and other necessary documents to the buyer for signature.
3. Communication: The agent sends a welcome email to the buyers with the executed documents.
4. Document Processing: RP will process the sold file, fully executed COS and S32, Authority, and Marketing schedule.
5. Data Update: RP updates the system with buyer information and offers details.
6. Document Distribution: Fully executed documents are sent to relevant parties, including the buyer, vendor, and conveyancers.
7. Settlement Management: The RP manages upcoming settlements, including building and pest inspections if required.
8. Liaising with Accounting: RP will send the sold file, fully executed COS and S32, Authority, and Marketing schedule to accounting for processing.
9. Final Inspection: The client attends the final inspection before settlement.
10. Settlement Communication: Remote support communicates with the vendor regarding the upcoming settlement and arranges for the removal of the 'For Sale' sign.
11. Post-Settlement Tasks: After settlement, the local agent arranges key turnovers and sends a thank-you gift, while the RP prepares the final account sales file and distributes it to all parties.
12. Social Media Update: On the settlement date, property photos are posted on social media platforms to celebrate the sale.

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These workflows demonstrate the benefit of combining a local property manager in Australia with remote support staff. By dividing tasks effectively, property management companies can ensure that time-sensitive processes like new lease processing and routine scheduling are handled efficiently and accurately.

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Want to see how Buddle can help your company? Book a free consultation today.

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