AI for strata and property managers · Sydney

AI for strata and property managers: answer the inbox, not just survive it

In most strata and property management businesses the portfolio is fine and the inbox is not. Owners asking the same by-law question, maintenance requests arriving by email, text and phone, three contractor quotes to compare, and an AGM agenda to pull together by Friday. I help agencies turning over one to ten million take that load off, one small step at a time, with a manager approving everything that goes out.

Start a conversation How it works

Where a strata or property manager’s week actually goes

Talk to any manager carrying a full portfolio and the story is the same. The buildings and the properties are under control. The communication around them is not: a leaking balcony reported by four different owners, a contractor quote that needs comparing against two others before the committee can decide, a levy query from an owner who did not read the notice, and AGM minutes still waiting to be written up from last week.

None of it is hard. All of it is constant, and it falls on managers whose portfolio size is what makes the business work. That is exactly the kind of work AI is now good at: reading the email, working out which building or property and which issue it belongs to, drafting the reply or the work order, and putting a short list in front of a person to approve.

This is not about a new management system. You keep Strata Master, MRI, PropertyMe or Console Cloud, your trust accounting and your shared drive. The job is to connect AI to what you already run, so the reading, sorting and drafting is done for you and your managers check it instead of writing it.

What I’d take off your plate first

Usually Strata Master or MRI for strata, PropertyMe or Console Cloud for property management, trust accounting inside those systems, and Microsoft 365 or Google Workspace for everything else. I connect AI to those, rather than asking you to replace them.

Owner and tenant emails, triaged and drafted

Every email matched to its building or property, sorted by what it is about, and a reply drafted in your tone from the file and past answers. The manager approves a short list instead of writing every response.

Maintenance requests turned into work orders

A request by email, photo or form read, matched to the lot or property, checked against past jobs, and a draft work order prepared for the right contractor once a manager says yes.

Contractor quotes compared

Quotes read and laid side by side on price, scope, exclusions and timing, with a plain-English summary for the committee or the owner to decide from. The manager still makes the recommendation.

AGM paperwork and minutes

Agendas, notices and motions drafted from the scheme’s records and last year’s meeting, and minutes written up from the recording or notes the same week, for the manager to check before they go out.

By-law and levy queries

Owner questions answered in a draft that quotes the scheme’s own registered by-laws and levy notices, so the reply is specific and consistent. The manager reads it and decides, and anything contentious is escalated, not sent.

Contractor invoices and levy follow-up

Contractor bills read and matched to their work order and building before they are paid, with mismatches flagged, and arrears reminders drafted on a schedule. The trust accounting stays in your system.

And the admin every office has

The same work turns up in every agency: email, spreadsheets, documents, and a Microsoft or Google setup that grew without a plan.

Invoicing and accounts payable

Supplier bills read, coded and matched to the order or the job before they reach Xero or MYOB. Mismatches drafted into an email for someone to approve. Overdue invoices chased politely, on a schedule.

Email that answers itself, nearly

The inbox triaged each morning, routine replies drafted in your tone, attachments filed to the right folder, and a short list of what actually needs you today.

Spreadsheets you stop rebuilding

The weekly report that someone copies and pastes together every Monday, produced before you arrive, with a sentence on why the number moved.

Documents and slides

Proposals, letters, reports and board slides drafted from your own templates and your own past work, so the first draft is eighty per cent there rather than a blank page.

Microsoft 365 or Google Workspace, set up properly

Shared drives that make sense, permissions that match who you are now, and AI connected to mail, calendar and files the same way for everyone instead of five people doing it five ways.

Project and job tracking

Status updates written from what actually happened in email and the job system, tasks pulled out of meeting notes, and a morning brief per person of what is due.

How it works: audit, roadmap, implementation, training, support

Sold one step at a time. Each step is quoted before it starts, stands on its own, and you decide after each one whether to take the next. Most businesses your size go from the audit to a working, trained setup in three to six months.

Audit

Two weeks, fixed price. A map of every system you run, a ten-minute staff survey, a few five-minute screen recordings of the work that eats the week, and short conversations with the people who run the business. It costs your team minutes, not hours.
Roadmap

A ninety-day plan written from what the audit found: which processes first, ranked by admin removed against cost and risk, which AI plan and accounts your team should be on, and a two-page policy on what may go in. Every item has its own price.
Implementation

I build the first one or two automations inside your own Microsoft 365 or Google Workspace, connected to the systems you already run. AI drafts, a person approves anything that leaves the building, and it runs beside the manual way until you trust it.
Training

Your team learns on their own work, not on demos. One standard setup for everyone, a short session per group, and one-to-one time with the two or three people who will carry it once I step back.
Support

A light monthly retainer: one call, a one-page summary, fixes, and the next routine your team worked out promoted into something the business runs. I read the AI news so your people do not have to.

Use AI without handing over your clients’ data

A strata or property management business holds a great deal about people’s homes: owner and tenant contact details, bank details for levies and rent, arrears and disputes, and access arrangements for every building. None of it needs to leave your own systems for AI to be useful.

The work happens inside your Microsoft or Google tenant and your management software, on a business AI plan that does not train on your data, with company accounts for every person who uses it. Nothing goes into a free chatbot, and anything that goes to an owner, a tenant, a committee or a contractor waits for a manager to approve it.

The basics, every time

Company accounts on a business AI plan, never personal logins. Business plans do not train on your data.
AI connected to your own Microsoft or Google tenant, so files stay where they already live and access is revoked in one place.
A two-page policy your team can actually remember: which accounts, what may go in, what never does.
Everything I build lives in your accounts and is logged. I work from a staff login, not the master key.

Where most start

A typical first project: owner emails triaged and drafted

Most audits in strata and property management land on the inbox first. Every incoming email is matched to its building or property, sorted, and given a drafted reply for the manager to approve or edit. It runs beside the normal inbox for a fortnight until you trust it. From there, maintenance work orders and AGM minutes are usually next.

Where I work

Based in the Sutherland Shire. In person across these areas, remote everywhere else in Australia.

Sutherland Shire

Cronulla, Miranda, Caringbah, Sutherland, Gymea and around.

Southern Highlands

Bowral, Mittagong, Moss Vale, Exeter, Robertson and around.

St George

Hurstville, Kogarah, Rockdale, Sans Souci, Bexley and around.

Eastern Suburbs

Bondi Junction, Double Bay, Paddington, Woollahra, Randwick and around.

Frequently asked questions

Will AI give owners advice on by-laws or disputes?

No. It drafts replies that quote the scheme’s own documents, and a manager reads and decides on every one. Anything that looks like a dispute or a legal question is flagged for a person, not answered.

We use Strata Master (or PropertyMe, or Console Cloud). Do we need to change?

No. The point is to connect AI to what you already run. Where your system has a way in, I use it. Where it does not, I start from exports and email and keep everything filed back to the building or property.

Can it take minutes at an AGM?

It can turn a recording or a manager’s notes into draft minutes in your format the same week. The manager checks them against what was actually resolved before they are sent, because minutes are a record people rely on.

Is this worth it for an agency our size?

If your managers spend most of the day in the inbox or portfolios are capped by email rather than buildings, almost certainly. The audit will tell you honestly, and if better templates would do the job, I will say so.

How much of my team’s time does this take?

Minutes, by design. Ten for the survey, ten for an optional screen recording, an hour with the key people. Whoever runs operations spends two or three hours across the first fortnight.

Do we have to commit to the whole thing?

No. Every step is quoted on its own and you decide after each one. Plenty of businesses take the audit and one project, and stop there until they see it working.

Are you tied to a particular AI vendor?

No. I lead with Claude because I think it is the strongest all-rounder for business work today, and I work just as happily with Microsoft Copilot, ChatGPT or Gemini if that is what your team already uses. Everything is built so the model is one part you can swap.

Running a agency and doing the admin at night?

Tell me what you run, how many people, and what eats the most time. I will tell you honestly whether an audit is worth it.

Tell me about your business

Tell me what you're dealing with

Three lines is plenty. I reply personally, usually within a day, and the first call is free.