1 in 3 property managers
is already at capacity.
The admin is the reason.
Tenancy admin, listing coordination, arrears, maintenance follow-up. A HIPPO specialist handles the back-office so your property managers stay in front of clients, not buried in paperwork.
Book a Connect SessionThe admin behind a real estate operation is full-time work sitting inside a client-facing role.
A property manager is not just managing properties. They are processing applications, chasing arrears, coordinating maintenance, preparing reports, tracking lease renewals, and fielding enquiries, all while managing active relationships with landlords and tenants who expect fast responses. One in three property managers feels far too busy. Ten per cent are working more than 51 hours a week. The volume is what breaks them.
That pressure shows up in turnover. More than a quarter of Australian property managers expect to leave the industry within five years. Replacing each one costs the average agency up to nine months of salary in recruitment and lost productivity.
Sales agents carry the same load from a different angle. CRM updates, listing coordination, buyer follow-up, open home logistics, contract administration. Most of it requires no licence to do.
Ten tasks a HIPPO specialist handles so your team stays in front of clients.
Listing coordination and upload
Prepares listing copy and photos for upload, manages portal updates, and tracks listing status across REA, Domain, and agency platforms. Listings go live without the agent doing the admin.
CRM data entry and pipeline maintenance
Keeps contact records, enquiry notes, and deal stages current in AgentBox, Rex, VaultRE, or similar. Your CRM reflects what is actually happening.
Buyer and tenant enquiry management
Responds to portal enquiries, qualifies leads, and books inspection appointments. Enquiries get a fast response without the agent fielding every message.
Open home scheduling and attendee follow-up
Coordinates open home logistics, sends reminders, and follows up with attendees after inspections. No leads go cold from a lack of follow-through.
Tenancy administration
Prepares lease agreements, manages renewal paperwork, processes applications, and maintains tenancy records. The paperwork is done before the property manager needs it.
Maintenance request coordination
Logs maintenance jobs, contacts tradespeople, tracks completion, and communicates outcomes to tenants and landlords. Jobs get actioned without the property manager in the middle of every exchange.
Rental arrears follow-up
Sends arrears notices, tracks payment status, and escalates to the property manager when required. Arrears are managed on schedule.
Landlord and vendor reporting
Prepares routine property reports, rental statements, and portfolio updates. Owners receive timely information without the property manager writing every report from scratch.
Contract and compliance document management
Tracks key dates, chases outstanding signatures, files executed documents, and manages lease expiry notices. Nothing lapses without warning.
Social media and marketing administration
Schedules property posts, manages listing promotions, and coordinates digital marketing assets for campaigns. The agency's online presence stays active without the principal managing it.
Your involvement is minimal. Your decisions are fully informed.
Before we recruit anyone, we map the entire role with you in detail. What the work involves, what good output looks like, and what kind of person it needs. You get a written Role Blueprint within two business days.
We run the full search from sourcing through to shortlist. Hundreds of applicants assessed across interviews, skills testing, and background checks. You meet two or three candidates we can stand behind, and you choose.
Before your specialist starts, the work gets captured and documented. You show us the priority tasks once. We handle the recording, structuring, and procedure build. Day one starts with the work already documented.
We manage onboarding, then stay in the arrangement for the long run. Coaching, welfare, and performance reviews run on an ongoing cadence, well beyond the early months. Keeping good people is how the value compounds.
Property management attrition costs up to nine months of salary every time it happens.
1 in 3
Property managers feel far too busy.
23%
Intend to resign within 12 months.
Up to9 Mo
Of salary lost when a property manager leaves.
Tell us where your property managers are losing the most time.
A Connect Session takes 30 minutes. You walk us through the agency and the admin tasks absorbing your team's capacity. We map what a specialist role looks like and confirm whether it is the right fit.
Book a Connect Session