Administration & Virtual Support Role

Flexibility: Fully Remote | International Exposure
Location: South Africa

About Us
At ICS we service the needs of international brokers and insurance firms. We specialise in connecting experienced professionals with exciting opportunities in the brokering and insurance sectors. As demand for skilled talent grows, we aim to maintain a diverse, pre-qualified talent pool, ready to be presented to our clients swiftly and efficiently.

Position Summary

The Property Administrator provides administrative and customer service support to a Property Management team managing student accommodation, boarding houses, short-term holiday rentals (Airbnb-style properties), and residential rental portfolios across Australia.

The role acts as the first point of contact for tenants, guests, contractors and landlords, ensuring efficient administration, excellent customer service and smooth day-to-day property operations.

Key Responsibilities

Reception & Customer Service

• Answer incoming calls and emails professionally.
• Respond to tenant and guest enquiries.
• Manage maintenance requests and log service tickets.
• Escalate urgent issues appropriately.
• Welcome and assist visitors where required.
• Manage shared inboxes and communication channels.

Property Administration

• Maintain tenant and property records.
• Update property management software systems.
• Prepare tenancy documentation and correspondence.
• Assist with lease renewals and move-in/move-out administration.
• Monitor rental payments and follow up on arrears.
• Maintain filing systems and compliance records.

Student Accommodation Administration

• Process student applications.
• Coordinate room allocations.
• Manage check-in and check-out procedures.
• Assist students with accommodation-related enquiries.
• Track occupancy reports and vacancy schedules.

Short-Term Rental Administration

• Coordinate guest bookings.
• Liaise with cleaners and maintenance contractors.
• Monitor online booking platforms.
• Assist with guest communications before, during and after stays.
• Track occupancy and booking reports.

Maintenance Coordination

• Log maintenance requests.
• Liaise with contractors.
• Obtain quotations when required.
• Monitor completion of work orders.
• Follow up on outstanding repairs.

Reporting & Finance Support

• Assist with rental reconciliations.
• Process invoices.
• Prepare basic property reports.
• Update occupancy and vacancy trackers.
• Support month-end reporting requirements.

Systems Administration

Experience with one or more of:

• Microsoft Office 365
• Outlook
• Excel
• Teams
• Property Tree
• Inspection Express
• Console Cloud
• PropertyMe
• Property IQ
• CRM or booking systems

Essential Requirements

Experience

• 2+ years administration experience.
• 1+ years reception or customer-facing experience.
• Strong telephone etiquette.
• Experience managing high email volumes.
• Experience working in a fast-paced environment.

Skills

• Fluent written and spoken English.
• Excellent communication skills.
• Strong attention to detail.
• Strong organisational skills.
• Ability to multitask.
• Customer-focused mindset.
• Ability to work independently in a remote environment.

Technical Requirements

• Stable fibre internet connection.
• Quiet home office environment.
• Proficient in Microsoft Office.

Desirable Requirements

• Property management experience.
• Real estate administration experience.
• Student accommodation experience.
• Airbnb or hospitality administration experience.
• Experience using Australian property management software.