Property Management VA (Remote) | Australian Commercial Leasing & Property Marketing

The snapshot

Staffstream is hiring a Commercial Property Management VA for an established Australian real estate business based in Melbourne, with experience across residential and commercial property, property management, sales, and owners corporation services. It's a fast-paced environment where accuracy, responsiveness, and strong client service are central to the day-to-day work.

The business already has virtual assistants handling its property management accounts, so this role focuses on commercial lease administration, compliance, property marketing, and support for the commercial property managers. You'd keep critical lease dates on track, prepare leasing documentation, monitor arrears and compliance, and look after the marketing of commercial properties. The team has worked successfully with offshore staff before, with several team members staying five to six years, and they're looking for someone who wants to build the same kind of long-term relationship and become a trusted part of the team. This role is open to candidates based in the Philippines.

Worth knowing upfront: the business wants someone with previous experience in an Australian commercial property management agency, ideally with knowledge of Victorian retail and non-retail leasing requirements. Residential property management accounts are covered by other team members.

What you will actually do

Lease administration and critical dates

• Monitor lease expiries, options, rent reviews, and annual increases, making sure critical dates and notices are actioned within the required timeframes.
• Maintain accurate lease records so every key date, obligation, and document is easy to find.

Market research and lease documentation

• Research comparable commercial leasing evidence to support market rent reviews, lease renewals, and rental appraisals.
  
• Prepare commercial lease agreements, retail lease disclosure statements, REIV leasing and managing authorities, and related documentation.
  

Arrears and breach notices

• Monitor rental and other outstanding arrears across the commercial portfolio.
• Prepare arrears notices and draft breach notices for review and approval by the property manager.
  

Essential safety measures and insurance compliance

• Coordinate inspections, monitor compliance requirements, follow up outstanding defects, and maintain the Annual Essential Safety Measures Reports.
• Monitor landlord building insurance, and make sure tenants provide current certificates of currency for every insurance policy their leases require.
  

Commercial property marketing

• Upload and manage commercial properties advertised for sale or lease across the property portals.
• Order marketing and display boards, and prepare and distribute e-newsletters.
• Coordinate marketing campaigns and prepare weekly marketing activity reports for property owners.
  

General administration and department support

• Coordinate maintenance and follow up outstanding matters until they're resolved.
• Support the day-to-day operations of the commercial property management department and the commercial property managers.
  
• Work across the team's software, which includes GOAT, Microsoft Teams, and AgentBox.
  

What you need to bring

• Previous experience in commercial property management, ideally with an Australian agency.
• Hands-on commercial lease administration experience, including lease expiries, options, rent reviews, and annual increases.
  
• Experience preparing leasing documentation, such as lease agreements and disclosure statements.
• Experience monitoring arrears and preparing notices, and following up compliance items such as essential safety measures and insurance certificates.
  
• Excellent attention to detail, with the discipline to keep critical dates and notices on track.
  
• Confident communication in English, both written and spoken.
  
• Initiative and the ability to work independently, taking ownership of your responsibilities.
  
• A genuine interest in a long-term career with one agency, building a trusted, lasting place in the team.
  

Nice to have

• Knowledge of Victorian retail and non-retail leasing requirements.
  
• Familiarity with REIV leasing and managing authorities and retail lease disclosure statements.
  
• Experience with GOAT, Microsoft Teams, or AgentBox. Training can be provided, so this is an advantage rather than a requirement.
  
• Experience uploading listings to property portals and preparing marketing reports.
  

The setup

• This role is open to Philippines-based candidates, working full-time and fully remote.
• Your main tools will be GOAT, Microsoft Teams, and AgentBox.