Key Responsibilities and Required Skills for Residential Property Administrator

🎯 Role Definition

The Residential Property Administrator is responsible for day-to-day administration and operational management of a portfolio of residential rental properties. This role combines lease administration, tenant and owner liaison, rent and arrears management, maintenance coordination, trust accounting support, and compliance with residential tenancy legislation. The ideal candidate is highly organised, customer-focused, experienced with property management systems, and skilled at communicating with tenants, owners and contractors while protecting landlord and company interests.

📈 Career Progression

Typical Career Path

Entry Point From:

Property Administrator / Leasing Assistant
Customer Service or Office Administration in Real Estate
Assistant Property Manager / Lettings Coordinator

Advancement To:

Senior Property Administrator
Residential Property Manager
Portfolio Manager / Asset Manager

Lateral Moves:

Leasing Consultant
Tenancy Compliance Specialist
Facilities or Maintenance Coordinator

Core Responsibilities

Primary Functions

Manage full lease administration for a residential portfolio including preparation, execution and electronic filing of rental agreements, renewals, variations and terminations to ensure accurate, auditable records.
Act as the primary tenant and owner contact for queries, day-to-day communication, and escalations; maintain high customer satisfaction by resolving issues promptly and professionally.
Conduct tenant onboarding and move-in/move-out processes including inspections, checklists, handovers, key management and induction to property rules and emergency procedures.
Coordinate and schedule routine and urgent maintenance through approved contractors: obtain quotes, authorise repairs per delegation, monitor job completion and verify quality and invoice accuracy.
Administer rent collection processes: issue invoices and reminders, apply payments, reconcile ledgers, monitor arrears, negotiate payment plans and escalate to enforcement where required.
Maintain trust accounting accuracy: process owner distributions, prepare and post owner statements, reconcile trust accounts and support monthly/quarterly financial close with audit-ready documentation.
Manage bond lodgements, claims and returns following state/territory tenancy legislation including preparation of evidence for disputes and tribunal hearings.
Prepare and deliver vacancy and occupancy reports, monthly KPI dashboards, cashflow forecasts and ad‑hoc management reporting for property managers and owners.
Execute property marketing strategies for vacant properties: write listings, coordinate professional photography, post to portals and social channels, qualify applicants and book inspections.
Process tenant applications and screening: conduct reference and employment checks, tenancy history verification, and prepare application assessments for property manager decision-making.
Facilitate lease renewals and rent reviews: prepare market comparison data, draft renewal offers, negotiate terms and process renewal documentation promptly.
Conduct property inspections (routine, periodic and pre/post lease) and document findings, raise repair requests, record photographs and track outcomes for compliance and owner reporting.
Administer utilities, council, insurance and other property-related accounts on behalf of owners as required; ensure timely payments and account set-ups/closures.
Maintain and update property management systems (e.g., Yardi, AppFolio, PropertyMe, MRI) with accurate tenant, lease and maintenance information and ensure data integrity.
Prepare documentation and support for tribunal, small claims or mediation processes, including file collation, statement preparation and attendance if required by management.
Ensure compliance with local residential tenancy legislation, health & safety regulations, fire and building code requirements and company policies; keep management informed of legislative changes.
Manage contractor relationships: onboarding, insurances and certifications verification, performance monitoring and ensuring WHS compliance on site.
Support owner relationships: provide regular communication, financial reporting, lease performance analysis and prompt responses to owner queries and approval requests.
Maintain accurate filing, record keeping and archiving of tenancy documentation, correspondence and statutory notices to meet legal and audit obligations.
Administer end-of-lease processes including final inspections, bond reconciliation, damage assessments, invoicing and negotiation of any claims with clear supporting evidence.
Monitor and action insurance claims where relevant, liaising with owners, insurers and contractors to facilitate remedial works and documentation.
Support continuous process improvement: identify efficiency opportunities in workflows, documentation and system usage and assist with implementation of best practices.
Assist with periodic portfolio reviews and property onboarding/offboarding processes including valuations, owner onboarding packs and transition of records.
Train and mentor junior administrators or leasing assistants on systems, process and service standards to maintain consistent service delivery across the team.

Secondary Functions

Prepare and deliver ad-hoc reports and owner communication packs for portfolio and asset reviews.
Participate in team meetings, handovers and knowledge-sharing sessions to ensure continuity of service across shifts.
Assist property managers with market research for pricing strategies, competitor benchmarking and demand/supply insights.
Coordinate access arrangements for contractors and tradespeople, ensuring occupant privacy and statutory notice periods are observed.
Support business development activities by preparing property performance summaries and assisting with client proposals.
Maintain a current register of contractor qualifications, insurance certificates and licences; trigger renewals as required.
Manage digital and paper correspondence flow, ensuring SLA targets for responses are consistently met.
Support audit preparation and supply requested documentation to compliance or finance teams.

Required Skills & Competencies

Hard Skills (Technical)

Proficient with property management platforms such as Yardi, AppFolio, PropertyMe, MRI or similar; strong ability to maintain accurate tenant and lease records.
Competent in trust accounting procedures and owner statement preparation; understanding of reconciliation and audit trail maintenance.
Solid MS Excel skills: pivot tables, v‑lookups/XLOOKUP, basic formulas and reporting to compile KPIs, occupancy and arrears reports.
Familiarity with online rental portals (Domain, Realestate.com, Zillow, Rightmove etc.) and digital marketing best practices for residential listings.
Working knowledge of residential tenancy legislation, bond systems and tribunal processes in the relevant state/region.
Experience managing maintenance workflows and contractor/vendor management systems, including quoting and invoicing oversight.
Ability to prepare legally compliant notices and tenancy documentation: rent increases, breach notices, termination notices and inspection reports.
Strong data entry accuracy, electronic document management and file version control.
Basic accounts payable/receivable processing skills and experience liaising with finance teams for owner distributions and reconciliations.
Experience with CRM systems and tenant screening tools (reference, employment, credit checks).

Soft Skills

Exceptional written and verbal communication; comfortable dealing with tenants, owners, contractors and regulators.
Excellent time management and prioritisation, able to manage competing deadlines across a multi-property portfolio.
High attention to detail and accuracy, especially in financial and legal documentation.
Strong problem solving and negotiation skills to resolve tenancy disputes, maintenance disagreements and owner concerns.
Customer service orientation with empathy and professionalism in sensitive situations (evictions, disputes, urgent repairs).
Team player with ability to escalate appropriately and collaborate across property management, finance and maintenance teams.
Resilient and calm under pressure; able to manage emergencies and out-of-hours tenant issues with appropriate judgement.
Initiative and continuous improvement mindset; identifies process gaps and contributes practical solutions.
Ethical conduct and confidentiality in handling owner and tenant personal and financial information.
Adaptability to changing legislation, market conditions and process/system updates.

Education & Experience

Educational Background

Minimum Education:

High school diploma or equivalent; vocational certificate in Property Services, Business Administration or related field preferred.

Preferred Education:

Diploma/Advanced Diploma in Property (Real Estate Practice), Business, Commerce, Accounting or related tertiary qualification.

Relevant Fields of Study:

Property Services / Real Estate
Business Administration / Commerce
Accounting / Finance
Customer Service / Hospitality management

Experience Requirements

Typical Experience Range: 1–4 years in residential property administration, leasing or property management support.

Preferred: 3+ years managing a portfolio of residential properties with demonstrated experience in lease administration, trust accounting, tenancy legislation and maintenance coordination. Prior experience using mainstream property management software and handling owner/client reporting is highly desirable.