Property Maintenance & Inspection Express Specialist (Hbre19112025)

About the Role
We are looking for a reliable and detail-oriented Property Maintenance Coordinator to support daily property management operations. In this role, you will be responsible for managing tenant maintenance requests, preparing detailed inspection reports, and ensuring all communication follows the correct procedures.

You will initially focus on managing one shared inbox, with the potential to expand responsibilities as the system grows. If you have strong experience in Victorian real estate processes—especially maintenance triaging and Inspection Express reporting—we’d love to meet you!

Key Responsibilities:

Maintenance Coordination

• Monitor and respond to tenant maintenance emails promptly and professionally.
  
• Assess maintenance requests to determine urgency and required actions.
• Ensure the correct protocol is followed for each job based on company procedures.
• Liaise with tenants, trades, and property managers as needed to coordinate maintenance completion.
• Track requests to ensure timely follow-up and resolution.

Inspection & Reporting

• Prepare comprehensive Entry Reports, Exit Reports, and Routine Inspection Reports using Inspection Express.
• Ensure all reports are accurate, detailed, and completed within required timeframes.
• Upload and file inspection documentation in the appropriate systems.

Inbox & Workflow Management

• Manage communications via a designated shared HelpScout inbox.
• Maintain organized and efficient email processing, ensuring no messages are missed.
• Support workflow coordination via Monday.com as needed.
• Contribute to scaling inbox operations as the team grows.

System & Data Management

• Use Inspection Express for all inspection-related tasks (strong proficiency required).
• Enter and update information in Managed (CRM) and Monday.com.
• Follow internal processes for documentation and workflow tracking.

Other Responsibilities

• Identify and propose process improvements that support operational efficiency.
• Contribute to team goals by completing related tasks as needed.
• Perform other duties assigned by the client as the role evolves.

About You

• 2-3 years Australian real estate/property management experience, particularly handling tenant maintenance requests and inspections (preferably in the Victoria region)
• Confident in assessing maintenance issues and determining urgency, able to act independently without constant supervision.
• Excellent written and verbal English communication skills for professional interaction with tenants and team members.
• Strong attention to detail and a proactive, solution-oriented approach to problem-solving.
• Highly reliable, punctual, and professional.
• Proficient in Inspection Express for preparing Entry, Exit, and Routine Inspection Reports (essential).
• Experience with Managed (CRM), Monday.com, and HelpScout is preferred but not required; willingness to learn is essential.
• Comfortable managing email communications efficiently, maintaining organized workflows, and supporting a growing system as additional responsibilities arise.

Buddle Benefits Included

• Health insurance
• Internet allowance
• KPI incentive program
• Fortnightly virtual happy hour
• Annual group off-sites
• Fully Remote Setup