Australia’s Longest Running Real Estate Outsourcing Specialist
For over a decade, PMVA has set the standard for real estate outsourcing in Australia and New Zealand. Our dedicated virtual assistants, backed by 1,600+ best-practice blueprints and 200+ hours of property management training, help agencies reduce costs, reclaim time, and build operations that scale.
Why Progressive Agencies Choose PMVA
Tiffany Bowtell spent more than 20 years in property management before founding PMVA, and she built it to solve the challenges she lived through herself: staff absences that derail productivity, onboarding cycles that drain resources, and offshore employment obligations that create unnecessary risk.
Zero Downtime Commitment
When a team member calls in sick, takes leave, or resigns, daily operations grind to a halt. Emails pile up, tenants wait, and compliance gaps open fast.
Should your dedicated VA be unavailable, a backup who is trained on your processes can step in to support key tasks, helping maintain continuity while your primary VA is away.
PMVA is the only property management outsourcing provider in Australia and New Zealand that offers this commitment. No other company provides this level of continuity.
Benchmark Processes and Best Practice Blueprint Library
Hiring locally might seem like the straightforward solution, but the true cost tells a different story. Once you factor in recruitment fees, superannuation, leave entitlements, workers’ compensation, office overheads, and the three-to-six-month learning curve before a new hire is fully productive, the real cost of a single local administrative hire often exceeds what most principals expect.
Every PMVA virtual assistant arrives pre-trained and ready to contribute from day one. Our proprietary Blueprint Library contains over 1,600 documented property management processes, covering everything from lease renewals and arrears management to trust reconciliation and compliance auditing. This framework supports a streamlined onboarding period and accelerates capability development, without the extended ramp-up typically associated with hiring and training new staff.
Fully Incorporated in the Philippines
Hiring staff directly overseas creates legal, HR, and compliance obligations that most Australian agencies are not equipped to manage. Fair Work concerns, foreign employment law, and data security risks can expose your business to unnecessary liability.
PMVA is a fully incorporated entity in the Philippines with a dedicated, purpose-built office in Clark. We are the legal employer of every virtual assistant, handling all employment obligations, payroll, benefits, and HR management in a secure, professional environment with enterprise-grade data security protocols.
No legal headaches, no Fair Work risk, no HR burden, no work from home. Your agency gets the talent. We handle the rest.
Australia’s most trusted premium outsourcing provider
Eight Specialist Service Areas. One Dedicated Partner.
We deliver real estate outsourcing across eight distinct lines of business, each backed by purpose-built processes, trained specialists, and Australian and New Zealand property management expertise.
BDM and Leasing
From prospecting and new management proposals to application processing and lease preparation, our leasing specialists handle the administrative engine behind your growth. They manage advertising, coordinate photography, process applications, prepare tenancy agreements, and follow up on entry condition reports so your BDMs can focus on winning new managements.
Property Management
Daily property management administration is where most agencies lose time. Our property management virtual assistants manage email triage, maintenance coordination, lease renewals, routine inspection scheduling, arrears follow-up, vacating tenant processes, and tenant onboarding, keeping portfolios organised and your team focused on landlord and tenant relationships.
Holiday Property Management
Short-term and holiday rental portfolios demand a different pace. Our holiday property management assistants handle booking coordination, guest communication and screening, deposit receipting, online listing management, pricing optimisation, and maintenance scheduling, supporting your local holiday property managers so they can focus on guest experiences and occupancy.
Trust Accounting and End of Month
Accurate trust accounting is non-negotiable in Australian and New Zealand real estate. Our specialists handle receipting, reconciliation, direct debit management, bill processing, invoice arrears, and creditor updates across platforms including PropertyMe, Console, and Property Tree. We also deliver a seamless end-of-month process covering disbursements, statement generation, and reporting.
Sales Administration
Our sales administration specialists support your sales team from listing to settlement. They handle appraisal data entry, listing agreements, contract processing, marketing coordination, open home scheduling, vendor reporting, settlement documentation, and commission invoicing, removing the administrative weight from your agents so they can focus on closing deals.
Bookkeeping
Accurate financial management underpins every successful property management agency. Our bookkeeping specialists handle trust account reconciliation, BAS preparation, payroll processing, creditor management, and Xero or MYOB administration – ensuring your accounts stay compliant and audit-ready year-round, regardless of which property management platform your agency operates on.
Commercial Property Management
Commercial portfolios require a different set of processes. Our commercial property management assistants manage lease administration, CPI rent reviews, outgoings reconciliation, essential services and fire compliance, maintenance coordination, and tenant communication, applying the same systematic approach that drives results in our residential services.
Social Media and Marketing
Consistent marketing builds your brand and generates leads, but it takes time most agencies do not have. Our marketing assistants handle content scheduling, property listing posts across social platforms, lead generation content, market updates, community engagement, and company branding, keeping your agency visible and active without pulling your team away from operations.
Real Estate Virtual Assistants: Transforming Workflow and Efficiency in Property Management
Property Management Virtual Assistant offers a unique client experience. Using their modulated task options, you can choose any task to outsource for your real estate agency. We assist you in tailoring a solution that’s perfect for you.
Lease Renewals
Over 90% of the Lease Renewal process can be outsourced to PMVA. We combine our software and process skills to ensure seamless service to your Owners and Tenants- all while being behind the scenes. We manage and maintain all records in your existing software and can adapt any part of the process to create a bespoke experience for your clients with tailor-made communication templates.
Processing Applications
Let us assist your leasing agents with background and ID checks, reference requests, TICA/NTD and summaries. We are experts in utilising Inspect Real Estate, 1Form and many other software programs. We support your local team so they can focus on showing more properties.
Processing Bills
As a company, PMVA currently processes more than 250,000 bills a month. You can select from regular maintenance bills, recurring bills such as gardening, Body Corporate Rates, Water Rates, Tenant Invoicing, Land Tax and all types of council rate processing. We check for duplicates and ensure accuracy is paramount.
New Tenant Onboarding
We understand this modulated task option is a high priority for you. Securing a tenancy quickly means we need to prepare and execute a Tenancy Agreement within minutes of your instructions. In addition, we see the acquisition of a new tenant all the way through to following up on the signed and completed Entry Condition report and everything in between.
Managing Authority Preparation
Helping you grow your rent roll or sign up that property for sale is a big responsibility. We know you need to act quickly to impress your clients, so we will make the paperwork process simple yet effective. You can rely on PMVA to deliver fast results when new business comes your way. We are software specialists and can complete all data entry when the agreements are signed, ensuring every detail is captured.
Sales Administration
From preparing CMAs and appraisals to creating window cards, managing social media, entering buyers into your database, and liaising with solicitors upon settlement, PMVA can offer a personal assistant-style VA to support your sales team’s back-of-house processes.
Rent Arrears and Notices
We recognise the importance of consistency in chasing rent arrears and payment plans and keeping track of issuing notices, their expiry dates and the overall hassle of collecting rent. We store all communication in your existing software program and communicating with your Virtual Assistant any ‘one off exceptions’ is super easy.
Maintenance Management
Bespoke workflows to ensure end-to-end maintenance reporting has become essential to delivering consistent results in property management. Never again will you need to follow up a Tradie, chase down a quote or miss getting feedback from your clients again.
Ready to See How Real Estate Outsourcing Could Transform Your Agency?
Hundreds of Australian and New Zealand property management agencies have partnered with PMVA to reduce costs, reclaim productive hours, and build operations that scale. With flexible engagement options designed to suit agencies of all sizes, a free 45-minute strategy call is all it takes to find out if we are the right fit for your team.
Real Results From Real Agencies
Less time on administration, more time with clients, and greater operational consistency across the team – here is what real estate outsourcing looks like in practice.
How we are delivering everyday consistency through outsourcing
How I’m Delivering Exceptional Service
How I’ve Streamlined My Business Processes
Hear Directly From Our Clients
Our clients are the best measure of what we deliver. These are property management professionals who have experienced the PMVA difference firsthand.
“…for the first time in probably seven years one of our directors has actually been able to take leave, take holidays…”
— Teresa, Operations Manager for a large student accommodation-focused agency in Brisbane
“… to have one person dealing with charging of invoices… another person dealing with other charges… has allowed us to focus on other aspects of our jobs.”
— Kellie, the Operations Manager for a large New Zealand agency
“Having VAs keeps the business running no matter what’s happening day-to-day… it’s been a bit of a game changer for us.”
— Kelly, the General Manager of an international property brand based in Brisbane
“PMVA was the perfect fit to support our business. They have made our jobs so much easier and more efficient and allowed us to build better relationships with our agents and their clients. We couldn’t recommend the entire PMVA team highly enough. They are organised, professional, reliable, and supportive”.
— Georgia Parry
“PMVA operates with remarkable efficiency. From property oversight, document management, to marketing support, they consistently provide work of exceptional quality. For those in search of dependable and proficient assistance within the real estate realm, I would recommend the services of PMVA”.
— Cathay Caven
“Partnering with PMVA has been the most enlightening and rewarding experience I have ever had. They have sure helped take the business to the next level in only 3 months”.
— Ross Cooper
Frequently Asked Questions About Real Estate Outsourcing
What is real estate outsourcing and how does it work?
Real estate outsourcing involves delegating specific administrative and operational tasks within your property management business to trained professionals who work remotely. At PMVA, this means pairing your agency with dedicated virtual assistants based in our Clark, Philippines office who are trained exclusively in Australian and New Zealand property management processes, legislation, and software platforms.
How does PMVA compare to hiring a local administrative assistant?
Many principals weigh the cost of a local junior hire against outsourcing and assume the local option is more affordable. In practice, the true cost of a local administrative hire, including recruitment fees, superannuation, workers' compensation, leave entitlements, office overheads, and the three-to-six-month learning curve before full productivity, is significantly higher than the base salary alone. PMVA's virtual assistants arrive pre-trained with over 200 hours of property management-specific education, are productive from day one, and come with backup coverage that a single local hire cannot provide. Our clients consistently find that outsourcing through PMVA delivers comparable quality at a lower total cost, with the added protection of our Zero Downtime Guarantee.
Is my tenant and landlord data secure when outsourcing offshore?
Data security is a top priority at PMVA. Our virtual assistants work in a secure, purpose-built office with enterprise-grade security protocols including multi-factor authentication, IP restrictions, encrypted connections, and comprehensive audit trails. PMVA is a fully incorporated entity in the Philippines and the legal employer of every VA, giving us complete oversight and accountability for data handling.
What happens if my virtual assistant is sick or on leave?
PMVA's Zero Downtime Commitment means you are never left without support. For every VA hired through PMVA, we assign two fully trained backup staff members who can step in immediately. No other property management outsourcing provider in Australia or New Zealand offers this level of continuity.
How is PMVA preparing for AI and automation in property management?
PMVA actively integrates AI tools into our service delivery to enhance efficiency and accuracy. Rather than viewing AI as a replacement for virtual assistants, we treat it as a force multiplier. Our VAs use AI to accelerate tasks like data entry, report generation, and communication drafting, while focusing their expertise on areas where human judgement remains essential, particularly compliance management, legislation interpretation, and relationship-driven client support. As property management software platforms continue to evolve, PMVA's training programmes ensure our team stays current with the latest tools and capabilities.
What property management tasks can be outsourced?
Between 40 and 60 per cent of property management tasks have administrative elements ideal for outsourcing. Common tasks include lease renewals, maintenance coordination, trust accounting and receipting, arrears management, routine inspection scheduling, tenant onboarding, bill processing, compliance auditing, and marketing. PMVA covers eight specialist service areas with over 1,600 documented processes ready for your agency.
How much can real estate outsourcing save my agency compared to hiring locally?
The cost of a local administrative hire in property management, including salary, superannuation, leave entitlements, training, and office overheads, often exceeds what most principals expect. Real estate outsourcing through PMVA significantly reduces these costs while delivering trained specialists who are productive from day one. Savings vary by agency, and we recommend booking a discovery call to discuss your specific needs.
How long does it take to get started with real estate outsourcing?
Most agencies are up and running within four to six weeks. This includes matching you with the right virtual assistant, tailoring onboarding to your agency's specific software and processes, and introducing our backup VA system. Our Australian-based implementation consultants guide you through every step to make the transition as smooth as possible.
Do outsourced virtual assistants understand Australian and New Zealand property management legislation?
Every PMVA virtual assistant completes more than 200 hours of property management-specific training covering tenancy legislation, trust accounting requirements, compliance frameworks, and the software platforms used by agencies across Australia and New Zealand. Our Australian-led team, headed by Tiffany Bowtell with over 20 years of industry experience, oversees all training and quality assurance.
Will outsourcing affect the quality of service my agency provides?
Agencies that partner with PMVA consistently report improved service quality. When your property managers are freed from administrative tasks, they have more time for client interactions, proactive portfolio management, and relationship building. Our case studies show agencies achieving record lease months, higher customer satisfaction, and the capacity to grow without increasing stress on their teams.
Your Agency Deserves a Partner That Understands Property Management
For more than ten years, Australian and New Zealand property management agencies have trusted PMVA to reduce costs, reclaim time, and build operations that scale. Founded by Tiffany Bowtell with over 20 years of industry experience, we understand the pressures you face because we have lived them. Book a free 45-minute strategy call. No pressure, no lock-in, no obligation. Just a clear picture of what is possible for your agency.