From general administration to specialised tasks—like comparative market analysis and property acquisition analysis—the scope of outsourced services in real estate is expanding.

Here’s a full list of the specific tasks that Buddle’s remote professionals can help property management and real estate companies with.

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General admin tasks for sales and leasing

• Creating new and renewal lease agreements
• Preparing documents to be signed electronically by clients
• Contacting local authorities (councils, strata and water) to redirect owner invoices
• Providing authorities with copies of management or tenant agreements 
• Water and council e-billing/e-notices registration
• Uploading supplier bills to property management software 
• Adding supplier details and maintenance requests in PMS
• Booking in cleaning or maintenance jobs with occupants
• Handling inbound and outbound calls
• Assisting in routine scheduling, including cancelling or modifying them as directed in PMS
• Sending out calendar invites to inspectors and property managers 
• Responding to clients' emails and queries received in CRMs
• Sending owner and tenant notices
• Sending insufficient funds reminder emails to owners with outlying bills
• Adding inspector/casual agents' tasks in delivery management platforms 
• Auditing and cleaning up trackers

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Tenant application processing

• Preparing tenant application data
• Following up on incomplete documents
• Conducting background checks in national tenancy databases

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Leasing tasks

• Uploading property photos and listing details in real estate software (RES)
• Adding open homes schedules in RES
• Processing deposit paid tickets (including lodging bonds)
• Ordering listing signage and requesting for signage removal
• Adding tenants' details and documents into PMS
• Setting up new tenants' water usage accounts online
• Smoke alarm registrations
• Requesting strata documents (such as by-laws, move in/out procedures, plan of subdivision, and other key request forms
• Marking properties as leased and archiving the listings in RES

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Admin tasks for short-term rentals

• Assisting onshore property managers in looking after their rental units/houses 
• Ensuring the properties are fully prepared operationally every day
• Liaising with the housekeeping team for every check in and out
• Maintaining an updated list of all items in the rental property
• Collating all condition reports/recent cleaning photos provided by cleaners
• Coordinating with trades/suppliers for maintenance issues raised by guests or owners 
• Following up on pending maintenance requests
• Screening prospective guests inquiring about the property (check if guest's account profile is verified with valid IDs and has good reviews)
• Providing support to clients/guests' when concerns or enquiries are raised via email, SMS, or phone calls 
• Contacting Airbnb or online homestay marketplace for insurance claims if needed
• Handling resolutions directly with guests or with Airbnb/online homestay marketplaces 
• Blocking calendars if necessary to accommodate owner requests or for maintenance work

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Comparative market analysis

• Conducting thorough research on local real estate market trends, including property sales, pricing, and inventory levels
• Gathering data on comparable properties (comps) to assess their features, condition, and recent sales prices
• Analysing and interpreting data to identify patterns, trends, and fluctuations in the real estate market
• Assessing the value of properties by comparing them to similar properties that have recently sold or are currently on the market
• Considering factors such as location, size, amenities, and property condition to determine a fair market value
• Compiling comprehensive reports that summarise the findings of market analysis and property valuations
  

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Marketing and advertising

• Assisting with marketing efforts such as property listings, digital/print materials and social media campaigns
• Helping with content creation, SEO, and online lead generation
• Enabling onshore staff to focus on marketing strategy, campaign analysis, and lead conversion

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Property acquisition analyst tasks

• Conducting property searches aligning with client budget and preferences
• Attending strategy meetings and free consultation calls, taking notes and establishing client briefs
• Recording meeting notes for each client call
• Setting up property searches online based on specific suburbs
• Communicating via call, email or text to gather information on pre-market or off-market properties according to client brief
• Contacting agents for details on property availability, pricing, and rental appraisals Compiling and saving a list of agents in specific suburbs as contacts
• Performing due diligence on all properties to assess suitability based on client requirements

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Trust account and accounting admin

• Balancing the volume of tasks that are required to be completed daily 
• Entering trust-related invoices for submission and review
• Entering data of direct debits
• Entering and maintaining the accuracy of landlord insurance data
• Checking property compliances to ensure that everything is up to date and complete
• Supporting the property management team by providing condition reports and creating templates
• Following up on arrears processing
• Following up on maintenance requests
• Lodging bond refunds processes via RTBA (Rental Bond Authority)
• Entering data in the client's property database to ensure all information is accurate and up to date
• Preparing rent increase documents for the property management team
• Assisting with processing applications and preparing necessary documents
• Following up expired remote inspections
• Assisting with the tenant transfer process

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Owners corporation tasks

• Preparing the owners corporation annual budget
• Preparing the annual financial statement 
• Reconciling bank accounts daily
• Processing invoices weekly
• Completing account receivables, accounts payables and ledger 
• Reporting on transactions history to date
• Onboarding new property financials and budgets
• Managing unit ledgers
• Issuing owners corporation levies
• Managing debt recovery
• Assisting in administration tasks
• Working with the owners corporation team on portfolio tasks
• Assisting in new property proposals
• Assisting in the document preparation and management of BAS and tax lodgments and financial audits for bigger owners corporations

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Body corporate-specific admin tasks

• Email management: Assist in monitoring emails and responding to clients, contractors, and other contacts
• Calendar management: Maintaining and assisting with the daily calendar including AGM meetings
• Compiling information and documents: Compiling various documents like invoices, reports, insurance, AGM minutes and notices, access requests, notice of acquisition, and notice of disposition; and ensuring that all documents are accurate and up-to- date
• Insurance renewal and valuation: Assisting in updating and following up with insurance renewals and valuations to brokers, ensuring that all insurance documents are current and accurate
• Spreadsheet management: Handling spreadsheets related to insurance, access requests, certificates, and assisting with pre and post-AGM tasks
• Invoicing: Issuing invoices for access device requests and ensuring that invoices are sent to accounts for payment
• Calls: Answering and arranging follow-up calls with contractors and clients, and ensuring that all calls are handled in a professional and courteous manner
• Work order management: Issuing work orders for urgent, reactive, and periodical works, and ensuring that all work orders are followed up and completed in a timely manner
• Data processing and administration: Maintainingcustomer and owner databases and managing enquiries via email
• Preparing general letters and agenda items for meetings

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Billing and invoicing

• Monitoring billing for strata properties and preparing invoices for sending
• Raising and chasing levies in arrears via phone and emails
• Maintaining relationships with the owners through professional and friendly conversations
• Creating accurate and well-put together market sales appraisals based on client guidelines
• Collecting data from various sources to assemble a precise market evaluation

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Other ad-hoc tasks

• Assisting with council and landlord AGM meetings 
• Helping with maintenance request and trades coordination
• Processing maintenance and utility invoices 
• Housekeeping and filing documents and paperwork 
• Maintaining financial records
• Arranging necessary property insurance policies 
• Maintaining the inventory of keys and other necessary access items

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Do you want to find out how you can grow your bottom line and free up time for your local team? Get in touch or book a free consultation today.