Admin Assistant - Residential Property Management | Onsite - Eastwood

We are seeking a highly organised and detail-oriented Admin Assistant to provide administrative and operational support to the Residential Property Management teams. The role will be responsible for maintaining accurate property and sales records, coordinating marketing activities, managing sales documentation, supporting compliance requirements, and assisting with day-to-day administrative tasks. The ideal candidate will have strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced property environment. Administrative Duties to Be Covered Remotely

Seeking a candidate with experience using Property

Me and previous administration experience within Real industry. Experience in Sales Administration and/or Reception is highly preferred. Programs to Use / Be Trained In

• Property

Me – Sales & Property Management Online self-paced training available

• Zenu – Uploader for website changes
• First AML – AML compliance software
• Canva – Marketing and social media materials
• Logitout – Key management system
• Microsoft Excel – Data management and reporting

Key Administrative Duties

• Emailing of Property Contracts – Arranging contracts for properties once listed for sale through the relevant representative and sending contracts to representatives once sold.
• Payment Confirmation – Responding to confirmation of payment held emails from representatives.
• Sales Files & Property

Me Administrationo Creating sales file cover sheets once the authority is signed.o Entering property files into Property

Me and the RP office system from initial listing through to receipt of payment.o Maintaining sales files and entering bills paid prior to settlement.o Updating files once a property becomes unconditional, including entering sales figures in preparation for settlement.o Ensuring all relevant sales documentation is accurately maintained and up to date.

• AML Assistance – Initiating the AML compliance check for buyers once a property becomes unconditional and sales figures are entered, and following up outstanding requirements as required.
• Pre-Settlement Administration – One week prior to settlement, emailing the sales agent to request account sale approval, following up bank account details and requesting keys to be prepared.
• Answering Phone Calls – Answering incoming calls, transferring calls and distributing messages as required.
• Social Media Administration – Uploading new content across social media accounts and assisting with maintaining current property-related content.
• Marketing Materials – Using Canva to create marketing materials for social media channels and sales appraisals.
• Sales Marketing Coordination – Coordinating sales marketing requirements, including ordering sales and lease boards, brochures and other marketing materials.
• Property Advertising – Uploading sales internet advertisements through Zenu, including updating weekly open home times every Monday, and coordinating newspaper advertisements as required.
• Property Management Support – Assisting the Property Management team with open homes and related administrative activities.
• Rental Reference Requests – Assisting the Property Management team with rental reference requests.
• Monthly Commercial Invoicing – Assisting with monthly commercial invoicing and related administrative requirements.
• General Team Support – Providing administrative assistance to the Sales team, Property Management team, Administration staff and Management as requested.
• Daily Sales Banking Reconciliation – Downloading the daily banking sheet, emailing it for processing and distributing receipts as required.
• MyConnect Connections – Processing MyConnect connections once a sale becomes unconditional.
• Sales Agent Letters – Creating sales marketing letters and coordinating the scanning and return of completed letters to Pagan Real Estate for printing.
• Tenant Notices – Sending tenant notices for upcoming open-for-inspections.
• Return-to-Sender Database – Maintaining the return-to-sender Excel document and coordinating with the team to update the database based on the PDF lists provided.
• Logitout Key Management – Managing the Logitout key management system, including monitoring and updating key records as required.
• Vendor Data – Downloading, updating and maintaining accurate vendor data. Candidate Requirements
• Previous administration experience within the Victoria, Australia real estate industry.
• Strong experience using Property

Me, preferably across Sales and/or Property Management.

• Previous Sales Administration and/or Reception experience is highly preferred.
• Strong administrative and organisational skills.
• Excellent attention to detail and accuracy.
• Strong written and verbal communication skills.
• Ability to manage multiple administrative tasks and deadlines.
• Comfortable working independently in a remote environment.
• Strong Microsoft Excel and general computer skills.
• Willingness to learn and work across multiple real estate systems.
• Proactive, reliable and willing to provide support across Sales, Property Management, Administration and Management.