Contact admin cost calculator
Keeping tenant, vendor and partner details up to date only takes a few minutes per property - until you add up the whole portfolio. Estimate what contact admin actually costs your business each year.
Estimated annual cost of contact admin
$5,250
per year (NZD)
- Per property, per year
- $210
- Per month
- $438
- Hours a year
- 150 hours
- Share of a full-time role
- 7.2%
25 properties × 6 hours a year each × $35.00 an hour.
See how Properlex cuts thisHow the calculation works
The calculator multiplies the time you spend on each property's contacts by how often you spend it, across every property you manage, then prices those hours at your admin rate.
Annual cost = properties × hours per property each period × periods per year × hourly rate
Weekly counts as 52 periods a year, monthly as 12, quarterly as 4 and annually as 1. If you enter an annual salary, it is converted to an hourly rate using a standard full-time year for your currency:
| Currency | Standard week | Working hours a year |
|---|---|---|
| AUD - Australian dollar | 38 hours | 1,976 |
| NZD - New Zealand dollar | 40 hours | 2,080 |
| USD - US dollar | 40 hours | 2,080 |
| GBP - British pound | 37.5 hours | 1,950 |
The estimate uses the rate you enter and excludes on-costs such as superannuation, payroll tax and overheads. Add them to your hourly rate for a fully loaded figure.
What counts as contact admin?
Contact admin is every task that keeps the people connected to a property reachable. Most of it is small and reactive, which is why it rarely shows up in anyone's budget.
- Updating phone numbers, emails and addresses when people move or change roles
- Confirming emergency and after-hours contacts for each property
- Chasing bounced emails and undelivered SMS
- Keeping vendor and contractor details current
- Adding and removing tenants at every lease change
- Reconciling duplicate records across spreadsheets, inboxes and phones
How to reduce the cost of contact admin
Keep one record per contact
Store each tenant, vendor and partner once and share that record across properties, so an update happens in one place instead of five.
Let contacts confirm their own details
Ask contacts to confirm or correct their details on a regular schedule, so records stay current without anyone chasing them by hand.
Fix bounces as they happen
Treat a bounced email or undelivered SMS as a signal to update the record now, not when an urgent notice fails to arrive.
Contact admin cost questions
What is contact admin in property management?
Contact admin is the routine work of keeping tenant, vendor and partner contact details accurate: updating phone numbers and emails, confirming who to call in an emergency, fixing bounced messages and reconciling spreadsheets.
How is the annual cost of contact admin calculated?
Annual cost = number of properties x hours spent per property each period x periods per year x hourly admin rate. Weekly counts as 52 periods a year, monthly as 12, quarterly as 4 and annually as 1.
How does the calculator convert an annual salary to an hourly rate?
It divides the salary by standard full-time working hours for the selected currency over 52 weeks: 1,976 hours a year for AUD (38-hour week), 2,080 hours a year for NZD (40-hour week), 2,080 hours a year for USD (40-hour week), 1,950 hours a year for GBP (37.5-hour week).
Does the estimate include on-costs such as superannuation or benefits?
No. It uses the rate you enter. For a fully loaded figure, enter an hourly rate that already includes on-costs such as superannuation or pension contributions, payroll tax, benefits and overheads.
Is the information I enter stored or shared?
The calculation runs in your browser and Properlex does not store the figures you enter. If you allow analytics cookies, we record anonymous usage, such as the size of the estimate and the currency, to understand how the tool is used. Your hourly rate or salary is never recorded.
How can I reduce the time spent on contact admin?
Keep one shared record per contact, let contacts confirm their own details on a schedule instead of chasing them by hand, and fix bounced or undelivered messages as they happen. Properlex sends scheduled confirm-your-details messages and records each response, so your records stay current without the manual follow-up.
Stop paying for contact admin by hand.
Properlex keeps tenant, vendor and partner details current with scheduled confirm-your-details messages, so your team spends its time on the work that matters.