Outsourced Facilities Management Services for Property Agencies
Fire safety dates, plant servicing, contractor records and tenant requests all land on one desk. We put a trained assistant behind that admin, working inside your systems to keep records, schedules and follow-ups moving. Our outsourced facilities management services cover the paperwork. Your team keeps the decisions.
Facilities Management Services Your Assistant Can Handle
Know Which Parts of Facilities Management You Can Hand Over
We set out four parts to facilities management in our explainer. They are maintenance, safety and compliance, space and sustainability. For most agencies, the daily admin load sits in the first two, and that is the part your assistant runs. Space planning and sustainability stay with your team and your advisers. Naming the split is what lets a principal see what has moved and what has not.
Track Fire and Essential Safety Dates Across Your States
Life safety paperwork differs by state. In New South Wales, owners lodge an annual fire safety statement, while Victoria has separate reporting requirements for essential safety measures. Your assistant tracks the relevant dates, keeps supporting records organised and flags upcoming requirements. Your team and advisers remain responsible for compliance decisions and any certification required.
Keep Planned Preventative Maintenance on Schedule
Plant needs a set rhythm, not a call-out when it stops. We log each work order, follow up the contractor, note what was done and update the creditor file. Planned preventative maintenance covers the equipment that costs most when it fails. Think air conditioning, lifts, pumps and fire equipment. Your team picks the contractor and approves the spend. We keep the schedule and the paper trail moving.
Coordinate Soft Services and Contractor Records
Cleaning, security, waste and grounds each run on their own cycle. Each one brings a contract, an insurance certificate and an access rule. Your assistant keeps those soft services records current. They confirm site times with tenants and contractors. They flag a lapsed certificate before the contractor arrives. Your team approves the bookings. The file is then ready when a council, an owner or an auditor asks to see it.
Support Whichever Facilities Management Model You Run
Some agencies keep facilities work in house. Others hand it to one provider or run one model across the whole portfolio. The admin underneath looks much the same. There are dates to track, records to file and people to follow up. We sit under the model you have picked, so changing model does not mean rebuilding your admin. That turns in house against outsourced into a question of cost, capacity and how you manage risk.
Give Your Property Managers Their Hours Back
Safe, efficient, comfortable buildings keep tenants satisfied. That shows up in the result. Getting there needs your managers present, not filing. Phil Jones runs Propel Realty in Brisbane. He runs both residential and commercial property. Over 18 months he moved more than 20 processes to his dedicated assistant. That covered over 300 daily and monthly tasks. In his words, “PMVA’s systems, structure and support is beyond anything that I’ve experienced before in a company…” Read Phil’s case study.
Frequently Asked Questions
Which Parts of the Job Move to Your Assistant?
The admin layer. That is the compliance calendar, repair reports and contractor records. It is also lease dates and outgoings records, under your licensee’s direction. Your assistant is not collecting rent, showing a property or giving property advice. That is why there is no need to worry about a real estate licence. Site work, inspections and certification stay with your people.
How Do You Handle Rules That Differ by State?
With care, because they do differ. Each state has different laws, and every move you make in property management has a form for it and a structure for it. At set-up we write your rules down, state by state. Your licensed people rule on any grey area.
What Happens When Our Assistant Takes Leave?
Our Zero Downtime Commitment covers it. We keep a pool of subject matter experts. These are senior assistants who can cover for five minutes, an hour or many days on end. They work from the same written steps as your own assistant, so your reminders and records keep moving.
How Is Access to Our Systems Controlled?
Your assistant sits in our Clark Global City offices, not at home. Each assistant is allocated a PC unit with a unique IP address. That unit moves with them from our training bay to the production floor. Our data security controls run from CCTV, download limits, two-factor authentication and secure firewalls. They work on logins and software you provide. You can revoke that access.
Does This Replace Our Facilities Manager or Our Contractors?
No. Your facilities manager keeps the decisions. Your contractors keep the site work and the certification. Your assistant keeps the register, the reminders, the records and the follow-up behind them. Agencies with no facilities coordinator use us to carry that load rather than to create the role.
Can You Support Residential and Commercial Portfolios?
Mixed portfolios are common among our clients. The calendars, lease events and reports differ. So we build two sets of lists, not one shared set. If your portfolio is commercial only, our commercial property facilities management page goes deeper on that scope.
How Are Your Assistants Trained Before They Start?
Each one does more than 200 hours of property management training before starting with you. Behind that sit more than 2,000 of our blueprints, which we have tested across portfolios from zero up to 8,000 properties. Your own steps go on top at set-up.
What Does Onboarding Look Like?
It opens with a strategy session. We map your compliance calendar, approval points and software access. You then meet our Australian trainers twice weekly for the first six weeks. Together we write your steps down. Sarah in Canberra told us, “The process was easier to implement than I thought, and now things just happen in the background.”
Testimonials: What Our Clients Are Saying
“I appreciate the emphasis on consistency and the willingness to address any deviations from the scope of work immediately. I urge anyone thinking about using PMVA to stop thinking and get in contact with them right away….. you will be wishing you did it earlier. They are amazing”!
— Nivek Dunne
“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
“Our team has had more time to prospect and grow the business without huge excess overheads. The training and implementation was 1st class”.
— PJ Salami
Client Success Stories
How we are delivering everyday consistency through outsourcing
How I’m Delivering Exceptional Service
How I’ve Streamlined My Business Processes
Premium Outsourcing Solutions for Property Management Agencies
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 Hand Over the Facilities Admin?
A dedicated Virtual Assistant in your real estate business can open the door to various new opportunities. Learn how to grow beyond your current limits by booking a private consultation with our CEO, Tiffany Bowtell.
Australia’s most trusted premium outsourcing provider
