Anyone running a body corporate or strata management business knows how much of the week can disappear into administration — chasing documents, updating records, preparing reports and keeping financial information up to date. The work is necessary, but it is not always the best use of an experienced manager’s time. 

As the number of properties under management increases, the administrative workload increases too. This can leave managers with less time for owners and committees, client service and the more complex matters that need their local knowledge and judgement. 

This is where an offshore employee can help. The right person can take responsibility for suitable, process-based work as part of the existing team. The Australian team continues to manage client relationships, local requirements, approvals and important decisions. Offshore support is there to give managers more time, not replace their experience. 

Where Can an Offshore Employee Help? 

The answer will depend on the business, its systems, the way the team works and where delays are occurring. For many Body Corporate and Strata Management companies, offshore support can assist in the following areas. 

Business Administration 

Offshore support can handle many routine administrative tasks when clear processes, proper training and regular reviews are in place: 

• Preparing and formatting routine owner correspondence and committee papers 

• Filing and maintaining body corporate and strata records 

• Completing data entry and updating CRM or management systems 

• Providing administrative support for scheduling and preparing AGMs and committee meetings 

• Preparing routine emails and following up on standard requests 

• Supporting insurance renewal administration and document follow-up 

Finance and Accounts 

Depending on the company’s processes, controls and approval requirements, an offshore employee may assist with: 

• Processing invoices 

• Preparing levy information or notices for review and approval 

• Supporting accounts payable and receivable administration 

• Preparing reconciliations and entering transactions 

• Maintaining levy and financial records 

• Preparing draft financial reports for review by the Australian team 

Financial approvals, final sign-off and decisions involving Australian requirements should remain with the authorised local team. 

Operations and Reporting 

Routine operational work can also be suitable for offshore support, including: 

• Updating workflows and tracking task progress 

• Maintaining property, scheme and maintenance databases 

• Checking completed work against approved procedures 

• Preparing regular operational reports 

• Following up on outstanding routine items 

The exact responsibilities assigned offshore should reflect the applicable state requirements, the management company’s authority, its internal controls and the employee’s approved system access. 

What Should Stay with the Australian Team? 

Not every task is suitable for offshore support. The following responsibilities should generally remain with the Australian team: 

• Managing relationships with owners and committees 

• Handling matters that depend on local knowledge or regulatory requirements 

• Making decisions that require professional judgement or delegated authority 

• Resolving complex, sensitive or disputed matters 

• Providing financial or operational approval 

• Managing sensitive conversations with clients and other stakeholders 

A practical way to draw the line is to look at whether a task genuinely requires a manager’s experience, local knowledge or authority. If the task can be documented, taught, checked and completed safely under an approved process, it may be suitable for offshore support. 

How Does an Offshore Team Work? 

1. Identify the work — review how the Australian team spends its time and identify regular tasks that can be taught and checked.
2. Define the role — set out the duties, skills, systems, reporting line and expected standard of work.
3. Recruit the right person — hire for the actual responsibilities and the way the business operates, rather than using a generic offshore job description.
4. Provide training and secure access — give the employee clear instructions, proper training and access only to the systems and information required for the role.
5. Manage everyone as one team — include the offshore employee in regular communication, with clear responsibilities, meeting times, feedback and a simple way to raise questions.

Privacy, security and approval controls should be built into the role from the beginning. Access should be reviewed regularly and limited to what the employee needs to complete their work. 

Offshore Support Should Make the Local Team Stronger 

Offshore support should not simply be treated as a cheaper way to do the same job. That approach often leads to unclear responsibilities, poor handovers and frustration for both teams. 

The real value for a body corporate or strata management business is the time it gives back to managers. With less administration on their desks, they can focus more on owners and committees, complex matters, client service, supporting their team and growing the business. 

The useful question is not simply, ‘What can we send offshore to save money?’ It is, ‘What is taking up our managers’ time that another properly trained team member could reasonably handle?’ 

Is Offshore Support Right for Your Business? 

Before deciding, it is worth asking: 

• Where is the team currently under the most pressure? 

• Which tasks are repeated regularly? 

• Can those tasks be supported by clear instructions and checks? 

• Which responsibilities must remain with the Australian team? 

• Can the required systems and information be accessed securely? 

• Who will train, review and manage the employee? 

• What result should the role achieve? 

Honest answers to these questions will help determine whether offshore support is suitable and, if it is, what the role should look like. 

Would You Like to See Where Offshore Support Could Help? 

If your team is stretched or local recruitment has been difficult, Profitmaster can review your current workload and help identify the tasks and responsibilities that may suit an offshore role. 

The aim is to build a role that genuinely supports the Australian team while keeping local knowledge, professional judgement, approvals and client relationships where they belong.

 

BOOK AN OFFSHORE TEAM REVIEW 

Complete the short form with a few details about your current needs. A member of the Profitmaster team will contact you to discuss whether offshore support could work for your business.