Commercial Property Management Company Support: Outsourced Back Office for Australian Agencies

Commercial admin does not behave like residential admin. Outgoings, CPI reviews, option dates and fire safety records all land on one desk, each with a deadline that cannot be missed. Often that work sits with a property manager trained on tenancies. PMVA takes on the back-office work under your direction, while every decision that needs your authority stays with you.

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Where Commercial Admin Actually Goes Wrong

Essential Services & Fire Safety

Fire safety requirements vary by state and territory, and so does the paperwork. Victoria uses an annual essential safety measures report under the Building Regulations 2018, while NSW requires an Annual Fire Safety Statement, with servicing to AS 1851-2012. PMVA keeps the register, books checks ahead of due dates and follows up contractors for certificates. Any required sign-off stays with you.

Lease Administration & Rent Reviews

Retail leasing runs under separate state statutes, and they do not cover every commercial lease. Victoria operates under the Retail Leases Act 2003, while Queensland uses the Retail Shop Leases Act 1994. PMVA tracks option dates, drafts notices to your template and prepares review calculations from the lease terms and relevant index. Your authorised manager reviews and issues them.

Outgoings, Invoicing and Arrears

PMVA does not ask for your bank login. For daily receipting or reconciling, you send us the file or bank statement. At end of month, we can prepare your ABA file for you to upload. We also reconcile outgoings, code and process invoices, monitor arrears and build reports under your authorised manager’s direction. Our commercial property management fees guide covers the money side in more detail.

Commercial vs Residential Admin

Commercial portfolios add work such as outgoings reconciliations, CPI and market rent reviews, option dates, percentage rent and make-good obligations. PMVA mapped around 1,600 separate tasks across the back office of a property agency, with commercial tasks trained as their own set. Phil Jones moved more than 20 processes and over 300 daily and monthly tasks to his assistant over 18 months.

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What Does Outsourcing Commercial Property Management Actually Involve?

You keep your licence, your clients and every decision that needs your authority. PMVA takes the back-office work under it. That means outgoings, invoice coding, arrears, option dates, CPI prep, notice drafting, safety registers and booking checks. Your assistant works to your process and in your software. The hours overlap your office. Nothing runs off a generic template. Our Australian consultants map your process into a blueprint before anyone starts. The work then runs the way your team already runs it.

Who Actually Touches the Money?

Nobody at PMVA. That boundary covers bills, invoices and BPAY payments too, not only the trust account. Your assistant organises the records, prepares the files and builds the reports. The money moves only when someone authorised under your agency’s controls and the applicable state or territory rules clicks the button. We hold that line for a plain reason. Trust obligations sit with your agency, not with us. The risk sits with you, so the control sits with you. All trust record work runs under the direction of your authorised manager.

What Is Involved in Getting Started?

Getting started runs over six weeks with our Australian team, in four steps. Step one, our consultants find the bottlenecks in your office and map the processes that hold you up. Step two, they build a blueprint for every task you want to move. Step three, we meet with you twice a week across those six weeks, so each blueprint matches the way your team already works. Step four, your assistant is paired with a trainer for their first 90 days, and that trainer sits beside them through the first attempt at every task. You are not asked to train your assistant, make a training video or write a how-to.

How Is Our Data Protected?

Every PMVA assistant is given a PC unit with its own IP address. That unit moves with them from our training bay to the production floor. Our offices run CCTV, download blocks, two-factor login, password locks, firewalls and malware cover. You hold the passwords and the email account for your assistant, so access sits in your hands rather than ours. That holds when your assistant takes leave and one of our subject matter experts covers the desk. They reach only what you have given access to. Every team member signs a confidentiality agreement before touching a client’s system.

Which Commercial Tasks Stay In-House?

The line is clear, though exactly what falls on your side of it varies by state, territory and task. Anything needing a decision under your authority, a signature or a judgement on your client’s behalf stays with you. That covers approving a rent review, signing a compliance statement, negotiating a make-good and advising a landlord. Everything that prepares, tracks, reconciles or records that decision can come to PMVA. We draft the notice. You issue it. We build the figures. Your authorised manager approves them. We keep the register current and tell you what is due. The split is deliberate. It keeps your compliance position clean.

How Do You Keep Up When the Rules Differ by State?

We build the compliance calendar around the state each property sits in. Assuming a national rule is the mistake to avoid. Retail leasing runs under separate state statutes, and they do not reach every commercial lease. Safety measures sit in state and territory building rules. What is due differs with them. Your assistant works from a register built for your states. It carries inspection dates, certificate expiries and, where they apply, disclosure deadlines. Each one is scheduled ahead. We surface what is due and what is late. Your authorised manager makes the call.

Which Commercial Software Do You Support?

PropertyMe, MRI, Re-Leased, Console Cloud and Cirrus8. What matters more is which part of each one. PMVA trains on the commercial modules, not the residential ones. An assistant knows where outgoings and option dates live before touching your file. We also work across DocuSign, DEXT and the common inspection apps. If you run a bespoke setup, we build the training from yours. Our team adapts to your process rather than the other way round.

What Does It Cost Against a Local Hire?

PMVA offers three package levels, so the commitment can match your budget. Price follows the hours and the scope, not a single headline rate. In our experience agencies see a real saving against an equivalent local admin. That is once you count recruitment, training, turnover and cover. Our Zero Downtime Commitment means you are not paying twice to keep the desk staffed during leave. The honest answer is that the number depends on your portfolio mix. It also depends on how much you want to move. A strategy session is where we work that out.

Hear from Our Clients: Testimonials on Our Specialist Commercial Property Management Outsourcing Services

“Our experience with PMVA has been nothing short of transformative for our team. They seamlessly integrated into our business, providing invaluable support that has elevated our operational efficiency. We confidently recommend PMVA’s services to any business looking to enhance productivity and streamline operations effectively”.

— Sam Mayes

“Some of the smartest in the industry. PMVA has truly changed property management. As a property manager, you will love having a VA and you won’t regret it. You also will never want to be without one again. Thanks for the many years of training and support PMVA”.

— Lynette Spann

“We have been using PMVA for over two years and has become an integral part of the expansion and support of our property management team. We love our amazing VA and the support we get from everyone at PMVA”.

— Ella Geaney

Success Stories: Client Case Studies in Effective Commercial Property Management

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How we are delivering everyday consistency through outsourcing

Sarah, Head of Property Management of a large residential agency in Canberra achieved two record months for new leases after standardising processes with PMVA support.

February 14, 2026

How I’m Delivering Exceptional Service

Phil Jones, Principal of Propel Realty, a Brisbane Residential and commercial agency outsourced more than 20 processes, over 300 daily and monthly tasks to a dedicated VA within 18 months.

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February 14, 2026

How I’ve Streamlined My Business Processes

Rheanna, Head of Property Management for a mid-size residential agency in Perth freed property managers to spend more time with clients, improving customer satisfaction.

Zero Downtime Commitment

We provide an experienced backup service should your dedicated real estate Virtual Assistant require any time off.

Benchmarked Processes

We elevate your systems and processes by benchmarking them against industry leaders.

No Turnover Costs

We safeguard your business against the high cost of turnover with inclusive recruitment, training and replacement services.

Fast Implementation

Our expert consultants will guide your team through the entire implementation, without the usual roadblocks associated with outsourcing.

Ready to Take the Commercial Admin off Your Team?

Having a dedicated Virtual Assistant in your real estate business can open the door to a variety of new strategies. Learn how you can grow beyond your current limits by booking a private consultation with our CEO, Tiffany Bowtell now.

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