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BPO Outsourcing for Property Management and Real Estate: The Specific Tasks Our RPs Can Help You With

As the real estate and property management industries are evolving rapidly in today's digital age, companies are increasingly turning to remote outsourcing solutions to streamline operations, reduce costs, and improve efficiency. This shift allows businesses to provide their local staff with the bandwidth to focus on core, customer-facing activities while delegating a wide range of essential tasks to skilled remote professionals.

August 18, 2024

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From general administration to specialised tasks—like comparative market analysis and property acquisition analysis—the scope of outsourced services in real estate is expanding.

Here’s a full list of the specific tasks that Buddle’s remote professionals can help property management and real estate companies with.

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General admin tasks for sales and leasing

  • Creating new and renewal lease agreements
  • Preparing documents to be signed electronically by clients
  • Contacting local authorities (councils, strata and water) to redirect owner invoices
  • Providing authorities with copies of management or tenant agreements 
  • Water and council e-billing/e-notices registration
  • Uploading supplier bills to property management software 
  • Adding supplier details and maintenance requests in PMS
  • Booking in cleaning or maintenance jobs with occupants
  • Handling inbound and outbound calls
  • Assisting in routine scheduling, including cancelling or modifying them as directed in PMS
  • Sending out calendar invites to inspectors and property managers 
  • Responding to clients' emails and queries received in CRMs
  • Sending owner and tenant notices
  • Sending insufficient funds reminder emails to owners with outlying bills
  • Adding inspector/casual agents' tasks in delivery management platforms 
  • Auditing and cleaning up trackers

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Tenant application processing

  • Preparing tenant application data
  • Following up on incomplete documents
  • Conducting background checks in national tenancy databases

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Leasing tasks

  • Uploading property photos and listing details in real estate software (RES)
  • Adding open homes schedules in RES
  • Processing deposit paid tickets (including lodging bonds)
  • Ordering listing signage and requesting for signage removal
  • Adding tenants' details and documents into PMS
  • Setting up new tenants' water usage accounts online
  • Smoke alarm registrations
  • Requesting strata documents (such as by-laws, move in/out procedures, plan of subdivision, and other key request forms
  • Marking properties as leased and archiving the listings in RES

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Admin tasks for short-term rentals

  • Assisting onshore property managers in looking after their rental units/houses 
  • Ensuring the properties are fully prepared operationally every day
  • Liaising with the housekeeping team for every check in and out
  • Maintaining an updated list of all items in the rental property
  • Collating all condition reports/recent cleaning photos provided by cleaners
  • Coordinating with trades/suppliers for maintenance issues raised by guests or owners 
  • Following up on pending maintenance requests
  • Screening prospective guests inquiring about the property (check if guest's account profile is verified with valid IDs and has good reviews)
  • Providing support to clients/guests' when concerns or enquiries are raised via email, SMS, or phone calls 
  • Contacting Airbnb or online homestay marketplace for insurance claims if needed
  • Handling resolutions directly with guests or with Airbnb/online homestay marketplaces 
  • Blocking calendars if necessary to accommodate owner requests or for maintenance work

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Comparative market analysis

  • Conducting thorough research on local real estate market trends, including property sales, pricing, and inventory levels
  • Gathering data on comparable properties (comps) to assess their features, condition, and recent sales prices
  • Analysing and interpreting data to identify patterns, trends, and fluctuations in the real estate market
  • Assessing the value of properties by comparing them to similar properties that have recently sold or are currently on the market
  • Considering factors such as location, size, amenities, and property condition to determine a fair market value
  • Compiling comprehensive reports that summarise the findings of market analysis and property valuations

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Marketing and advertising

  • Assisting with marketing efforts such as property listings, digital/print materials and social media campaigns
  • Helping with content creation, SEO, and online lead generation
  • Enabling onshore staff to focus on marketing strategy, campaign analysis, and lead conversion

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Property acquisition analyst tasks

  • Conducting property searches aligning with client budget and preferences
  • Attending strategy meetings and free consultation calls, taking notes and establishing client briefs
  • Recording meeting notes for each client call
  • Setting up property searches online based on specific suburbs
  • Communicating via call, email or text to gather information on pre-market or off-market properties according to client brief
  • Contacting agents for details on property availability, pricing, and rental appraisals Compiling and saving a list of agents in specific suburbs as contacts
  • Performing due diligence on all properties to assess suitability based on client requirements

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Trust account and accounting admin

  • Balancing the volume of tasks that are required to be completed daily 
  • Entering trust-related invoices for submission and review
  • Entering data of direct debits
  • Entering and maintaining the accuracy of landlord insurance data
  • Checking property compliances to ensure that everything is up to date and complete
  • Supporting the property management team by providing condition reports and creating templates
  • Following up on arrears processing
  • Following up on maintenance requests
  • Lodging bond refunds processes via RTBA (Rental Bond Authority)
  • Entering data in the client's property database to ensure all information is accurate and up to date
  • Preparing rent increase documents for the property management team
  • Assisting with processing applications and preparing necessary documents
  • Following up expired remote inspections
  • Assisting with the tenant transfer process

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Owners corporation tasks

  • Preparing the owners corporation annual budget
  • Preparing the annual financial statement 
  • Reconciling bank accounts daily
  • Processing invoices weekly
  • Completing account receivables, accounts payables and ledger 
  • Reporting on transactions history to date
  • Onboarding new property financials and budgets
  • Managing unit ledgers
  • Issuing owners corporation levies
  • Managing debt recovery
  • Assisting in administration tasks
  • Working with the owners corporation team on portfolio tasks
  • Assisting in new property proposals
  • Assisting in the document preparation and management of BAS and tax lodgments and financial audits for bigger owners corporations

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Body corporate-specific admin tasks

  • Email management: Assist in monitoring emails and responding to clients, contractors, and other contacts
  • Calendar management: Maintaining and assisting with the daily calendar including AGM meetings
  • Compiling information and documents: Compiling various documents like invoices, reports, insurance, AGM minutes and notices, access requests, notice of acquisition, and notice of disposition; and ensuring that all documents are accurate and up-to- date
  • Insurance renewal and valuation: Assisting in updating and following up with insurance renewals and valuations to brokers, ensuring that all insurance documents are current and accurate
  • Spreadsheet management: Handling spreadsheets related to insurance, access requests, certificates, and assisting with pre and post-AGM tasks
  • Invoicing: Issuing invoices for access device requests and ensuring that invoices are sent to accounts for payment
  • Calls: Answering and arranging follow-up calls with contractors and clients, and ensuring that all calls are handled in a professional and courteous manner
  • Work order management: Issuing work orders for urgent, reactive, and periodical works, and ensuring that all work orders are followed up and completed in a timely manner
  • Data processing and administration: Maintainingcustomer and owner databases and managing enquiries via email
  • Preparing general letters and agenda items for meetings

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Billing and invoicing

  • Monitoring billing for strata properties and preparing invoices for sending
  • Raising and chasing levies in arrears via phone and emails
  • Maintaining relationships with the owners through professional and friendly conversations
  • Creating accurate and well-put together market sales appraisals based on client guidelines
  • Collecting data from various sources to assemble a precise market evaluation

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Other ad-hoc tasks

  • Assisting with council and landlord AGM meetings 
  • Helping with maintenance request and trades coordination
  • Processing maintenance and utility invoices 
  • Housekeeping and filing documents and paperwork 
  • Maintaining financial records
  • Arranging necessary property insurance policies 
  • Maintaining the inventory of keys and other necessary access items

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Do you want to find out how you can grow your bottom line and free up time for your local team? Get in touch or book a free consultation today. 

Buddle Remote Pty Ltd

Your trusted HR partner for finding, hiring, onboarding and managing experienced Filipino professionals, remotely.

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