Strata portfolios create recurring administrative deadlines around meetings, notices, records, levies and follow-up. A dedicated support role can prepare packs, update registers and run approved correspondence while the strata manager retains decisions, approvals and statutory responsibility.
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For strata managers, owners corporation managers and body corporate management firms, start with recurring work that is easy to document and review. Give each workflow a clear source of truth, expected output, review rule, and escalation path.
Own review upcoming meetings, levy dates and portfolio deadlines as a documented recurring process for strata managers, owners corporation managers and body corporate management firms. Keep the source information, status, completion evidence and exceptions visible so the work can be reviewed without chasing private messages.
Keep update owner, committee and scheme records accurate enough that strata managers, owners corporation managers and body corporate management firms can rely on the system without rebuilding context from inboxes. Update required fields, notes, status and next actions, then flag missing or contradictory information.
Prepare and maintain prepare approved notices, agendas and supporting documents using the team's naming, version and review rules. Track what is missing, keep the current version easy to find and send anything requiring professional judgment for review.
Prepare and maintain assemble and quality-check the meeting pack using the team's naming, version and review rules. Track what is missing, keep the current version easy to find and send anything requiring professional judgment for review.
Keep record attendance, motions and meeting notes supplied by the manager accurate enough that strata managers, owners corporation managers and body corporate management firms can rely on the system without rebuilding context from inboxes. Update required fields, notes, status and next actions, then flag missing or contradictory information.
Own draft minutes for manager review and approval as a documented recurring process for strata managers, owners corporation managers and body corporate management firms. Keep the source information, status, completion evidence and exceptions visible so the work can be reviewed without chasing private messages.
Maintain issue approved correspondence and update action registers as a management view, not a retrospective cleanup exercise. Keep statuses current, identify overdue items and make blockers visible so managers can act on exceptions quickly.
Own run authorised arrears reminders and escalate exceptions to the manager as a documented recurring process for strata managers, owners corporation managers and body corporate management firms. Keep the source information, status, completion evidence and exceptions visible so the work can be reviewed without chasing private messages.
A candidate does not need every tool used by strata managers, owners corporation managers and body corporate management firms. Prioritise the systems that matter in the first 30 days and ask what the candidate actually changed, checked, or owned inside them.
Use StrataMax for the parts of the workflow it actually supports, especially review upcoming meetings, levy dates and portfolio deadlines and update owner, committee and scheme records. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use MRI Strata Master for the parts of the workflow it actually supports, especially update owner, committee and scheme records and prepare approved notices, agendas and supporting documents. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use PropertyIQ for the parts of the workflow it actually supports, especially prepare approved notices, agendas and supporting documents and assemble and quality-check the meeting pack. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use Urbanise for the parts of the workflow it actually supports, especially assemble and quality-check the meeting pack and record attendance, motions and meeting notes supplied by the manager. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use MYBOS for the parts of the workflow it actually supports, especially record attendance, motions and meeting notes supplied by the manager and draft minutes for manager review and approval. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Use DocuSign for the parts of the workflow it actually supports, especially draft minutes for manager review and approval and issue approved correspondence and update action registers. In the interview, ask the candidate to show what they changed, how they checked the result and what they would escalate.
Give review upcoming meetings, levy dates and portfolio deadlines and update owner, committee and scheme records a clear owner, then document what the Virtual Assistant may finish independently and what must be reviewed or escalated.
Start with review upcoming meetings, levy dates and portfolio deadlines and update owner, committee and scheme records so success is easy to measure. Add more scope only after those workflows are stable and the handoffs are working.
Choose the tasks that happen every day or week and currently consume owner, manager, or specialist time.
List the systems, records, permissions, customer data, and approval boundaries the role needs.
Set weekly hours, timezone overlap, response expectations, and whether live phone or customer coverage is required.
Write down which exceptions, decisions, regulated actions, or high-risk situations must move to an internal owner.
Use the first month to prove that review upcoming meetings, levy dates and portfolio deadlines can be completed accurately, documented clearly, and escalated at the right time before the role gets broader.
Week 1: map review upcoming meetings, levy dates and portfolio deadlines, update owner, committee and scheme records and the access needed in StrataMax and MRI Strata Master.
Week 2: let the Virtual Assistant own review upcoming meetings, levy dates and portfolio deadlines and update owner, committee and scheme records under close review, with every exception documented.
Week 3: add prepare approved notices, agendas and supporting documents and assemble and quality-check the meeting pack only after the first workflows are accurate and predictable.
Week 4: review turnaround, rework, backlog and escalation quality for strata managers, owners corporation managers and body corporate management firms before expanding the role.
Generic questions are easy to rehearse. Ask candidates to work through review upcoming meetings, levy dates and portfolio deadlines, update owner, committee and scheme records, and the exceptions they are likely to face after hiring.
Walk me through how you would handle review upcoming meetings, levy dates and portfolio deadlines from intake to completion. What would you document and when would you escalate?
If update owner, committee and scheme records and prepare approved notices, agendas and supporting documents both became urgent, how would you prioritise the work and communicate the tradeoff?
Show how you would use StrataMax for a typical assemble and quality-check the meeting pack task. What checks would you complete before marking it done?
Build the interview around the workflows, tools, and escalation rules strata managers, owners corporation managers and body corporate management firms actually use.
Tasks, tools, hours, budget, coverage, quality standards, and decision boundaries.
Compare industry familiarity, role skills, communication, tools, and schedule.
Ask how the candidate would handle the same exceptions and handoffs they will face after hiring.
Agree on rate, start date, responsibilities, access, reporting, and escalation before work starts.
Use these questions to clarify scope, systems, coverage, and decision boundaries before you shortlist candidates for strata managers, owners corporation managers and body corporate management firms.
Common support includes review upcoming meetings, levy dates and portfolio deadlines, update owner, committee and scheme records, prepare approved notices, agendas and supporting documents, assemble and quality-check the meeting pack, record attendance, motions and meeting notes supplied by the manager, draft minutes for manager review and approval. The final scope should match your systems, customer or client expectations, risk level, and the candidate's actual experience.
Yes. Define the workflow first, then compare candidates on relevant experience, tools, communication, availability, schedule overlap, and the evidence required for the role.
Relevant roles often include Strata Management Administration Virtual Assistant, Real Estate Virtual Assistant, Administrative Virtual Assistant, Bookkeeping Virtual Assistant. One person may cover several compatible workflows, but avoid combining unrelated responsibilities into an unmanageable role.
Your actual stack matters more than a generic software list. Common tools in this workflow include StrataMax, MRI Strata Master, PropertyIQ, Urbanise, MYBOS, DocuSign. Ask candidates to explain how they used the tools, what they owned, and how they checked their work.
List the recurring responsibilities, weekly hours, timezone overlap, tools, quality standards, reporting cadence, and which decisions the Virtual Assistant can make independently. Add compliance or access boundaries when the workflow handles sensitive information.
Rates vary with experience, specialisation, live coverage, technical depth, and decision ownership. Compare candidates against the responsibility level you need rather than choosing only by the lowest hourly rate.
Tell us how your team handles review upcoming meetings, levy dates and portfolio deadlines, update owner, committee and scheme records, prepare approved notices, agendas and supporting documents, which tools matter, the hours you need covered, and what must stay internal. Our recruiters use that brief to find approved Virtual Assistants whose experience fits the workflow.