Assistant Portfolio Property Manager

About the role

This is a portfolio role in every sense. You will be supporting the management of assets across multiple classes, which means the work is genuinely varied: arrears and invoicing one moment, coordinating a contractor inspection at an industrial site the next, then preparing outgoings reconciliations before the end of the week. The team is small, experienced, and moves quickly. You will be the person who keeps the data clean, the deadlines met, and the compliance obligations tracked across a portfolio that is actively expanding. There is a real runway here for someone who earns it. The business has grown people before, and it will do so again. But the starting point is getting the fundamentals right, every time, without being chased.

Responsibilities

• Maintain accurate records across the portfolio, including tenancy schedules, lease data, asset registers, and financial information, ensuring nothing drifts out of date
• Assist with monthly invoicing, outgoings charges, and arrears management, following up with tenants in line with the arrears process
• Coordinate and conduct routine inspections across retail, commercial, industrial, and residential assets, preparing reports with findings and photos within agreed timeframes
• Support the preparation of annual budgets, variance reports, and outgoings reconciliations under the direction of the Senior Portfolio Property Manager
• Manage tenant compliance obligations, including insurance certificates, bank guarantee tracking, and sales data entry
• Serve as a professional day-to-day point of contact for tenants, agents, and contractors, triaging queries and escalating where required
• Coordinate contractor attendance for maintenance, fit-outs, and capital works, managing scheduling, documentation, and follow-up
• Take accurate minutes at internal and external meetings and distribute in a timely manner

Requirements

• 1+ years of experience in property management, asset management, or property administration, across retail, commercial, industrial, or residential assets
• Strong attention to detail and a track record of accurate data entry in a high-volume environment, you treat data quality as a personal responsibility, not a shared one
• Familiarity with property management software such as MRI, Yardi, or a comparable platform, and the ability to pick up new systems without hand-holding
• Sound financial literacy, including the ability to assist with budgets, variance reporting, and outgoings reconciliations
• Clear, professional communication with tenants, contractors, and internal stakeholders, written and verbal
• The discipline to manage competing deadlines across a diverse portfolio without losing accuracy
• Who This Role Is For
• You are the kind of person who notices what needs doing before anyone has to ask. You do not need tasks broken down in detail before you start, and you take real satisfaction in keeping a complex operation running cleanly in the background.
• This role is not for you if:
• You are planning to move on within 12 months once something more senior comes up
• You find repetitive monthly processes frustrating rather than satisfying to execute well
• You need detailed direction before you can act on a problem
• You want to limit your scope to a single asset class or a narrow brief
• Why This Role
• Cross-sector exposure across retail, commercial, industrial, and residential assets within a single role, a breadth most property professionals do not access until much later in their careers
• A small, high-trust team where your work is visible and noticed by the people who make decisions
• Direct access to senior property professionals in a privately owned business, without the layers of a larger corporate structure
• A portfolio that is actively expanding, with real scope to grow into a more senior position as the business scales
• A beautifully fitted-out Sydney CBD office as your base, with site travel as required

Additional Information

We are the talent partner for a privately owned Australian property group that develops, builds, and manages a diversified portfolio for the long term. Their assets span retail, commercial, industrial, and residential across Sydney, and the business is in an active growth phase. New projects are coming online, and the team is growing to match.

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