Application Disclaimer: This is a call for Candidate Pooling and Registration only. Your participation in this interview expresses interest in being considered for future career opportunities within the company.
Service Summary
This role requires a strong understanding of the fast-paced real estate environment, excellent organisational skills, and the ability to work independently during Australian business hours. The core focus is on managing property listings, maintaining client databases, coordinating communications, and assisting with marketing activities across sales or property management portfolios.
Service Deliverables
Listing and Transaction Coordination (Sales & Property Management)
Listing Management: Load, update, and manage property listings on various Australian real estate portals and the agency website.
Document Preparation: Prepare standard real estate documentation, such as Sales Authorities, Form 6 Appointment Forms, Marketing Schedules, and Property Information Sheets.
File Organisation: Create and maintain digital client and property files, ensuring all critical documents and correspondence are accurately named and filed in the CRM.
Transaction Tracking: Monitor key dates, deadlines, and requirements for sales settlements or lease commencement, and follow up with solicitors, banks, and clients to ensure a smooth process.
Communication and Client Relations
Inbox and Calendar Management: Filter and manage the agent's email inbox, respond to routine inquiries, and proactively schedule appointments, appraisals, and property viewings.
Client Communication: Handle inbound and outbound calls/emails to follow up on leads, chase outstanding client documents, and provide status updates on listings or applications.
Database (CRM) Management: Accurately enter and update all client, landlord, tenant, and supplier information in the Customer Relationship Management (CRM) system.
Marketing and Administrative Support
Social Media: Create, schedule, and manage engaging social media posts for active listings, open homes, and agency branding.
Marketing Materials: Design or coordinate the production of marketing materials, including digital brochures, flyers, email newsletters, and window cards.
Reporting: Generate routine reports (e.g., weekly vendor reports, open-for-inspection attendance lists, and sales pipeline updates) from the CRM for the agent.
Data Entry: Perform general data entry, bookkeeping assistance, and expense tracking tasks.
Specific to Property Management:
Process tenancy applications.
Coordinate maintenance requests by generating work orders and liaising with tradespeople and tenants.
Assist with arrears management (following up on overdue rent).
Schedule and confirm routine inspection appointments.
Qualifications
Industry Experience: Minimum of 1-2 years of proven experience working directly in the Australian real estate industry or supporting an Australian real estate business in a similar administrative role.
Software Proficiency (Required): Demonstrated proficiency with at least one Australian-specific Real Estate CRM or Property Management Software, such as:
AgentBox, Property Tree, REST Professional, Console Cloud, or VaultRE.
Communication Skills: Fluent and professional written and verbal English skills are mandatory for direct client and stakeholder communication.
Organisational Skills: High degree of accuracy, excellent attention to detail, and a structured approach to managing multiple competing deadlines.