Duties & responsibilities
The Property Administrator provides end-to-end administrative support across the residential tenancy lifecycle for the RESIpm Australia portfolio, delivered through the JLL Business Services shared service centre in Manila. The role executes new management setups, tenancy onboarding, lease renewals, billing and arrears management, and inspection scheduling, working to legislative timeframes and established procedures. Seats are cross-trained across the full scope rather than allocated to fixed portfolios, so that coverage is maintained through leave, absence and volume peaks.
- Execute new management setups for incoming properties
- Process tenant applications accurately and within agreed turnaround times
- Manage the new tenant phases end to end, including lease generation and documentation preparation, follow-up communications with tenants and landlords, system setup across all relevant platforms, and move-in preparation and coordination
- Monitor and initiate rent review periods
- Prepare lease renewal documentation and issue renewal notices and agreements to tenants
- Update system records with new lease terms, and save and archive executed documents in line with retention requirements
- Share completed renewals with relevant stakeholders
- Process rent invoicing and corporate invoicing accurately and on schedule
- Submit bills including body corporate, council rates and water charges
- Handle advertising recoveries and related financial documentation
- Monitor and manage rent arrears with systematic follow-up, and track invoice arrears and payments
- Coordinate breach management processes for non-compliant tenancies
- Schedule routine inspections in accordance with legislative requirements and issue notifications to tenants and landlords
- Coordinate inspection logistics and follow-up actions, and maintain inspection schedules and compliance tracking
- Maintain working proficiency across the full scope to provide backup coverage for other seats
- Escalate exceptions, blockers and quality issues to the Senior Point of Contact
- Note on scope boundary: this role performs transactional and lifecycle activity. It does not perform the quality assurance review of that activity, and does not hold system or user administration rights. Those responsibilities sit with the Senior Point of Contact to maintain separation between execution and review
- Adhoc tasks assigned
Performance objectives
- Complete all tenancy lifecycle activity within agreed turnaround times and legislative deadlines
- Maintain accuracy standards on lease documentation, invoicing and system records, as verified through quality assurance review
- Ensure arrears and breach follow-up is actioned on schedule
- Maintain proficiency across the full scope to provide effective backup coverage
- Enhance own professional and personal skills
Key skills
- Strong organisational skills with the ability to manage multiple property portfolios to deadline
- High attention to detail and accuracy across all administrative tasks
- Clear written and verbal communication with tenants, landlords and internal stakeholders
- Ability to work systematically through multi-phase processes
- Proactive approach to compliance and deadline management
- Result oriented, self-motivated and proactive in resolving issues
- Ability to work well in a team environment with flexibility, and readily adapt to changing situations
- Strong cultural alignment: unwavering ethical standards; drives excellence and innately collaborative
Employee specification
- Bachelor's degree in Business Administration, Real Estate or other relevant disciplines
- Minimum 2 years experience in property administration, administrative support or a related role
- Residential property management experience highly desirable
- Working knowledge of Property Tree, Reapit and/or Console property management software
- Understanding of residential tenancy legislation and compliance requirements
- Proficient in Microsoft Office, document management systems and digital document signing platforms
- Willing to align working hours to the Australian business day
