Full-Time Property Sales Administration Coordinator

We are seeking a detail-oriented and organized Full-Time Property Sales Administration Coordinator to support our client.

The client has a proven track record for street and suburb records across Queensland. Their award-winning team is ranked among Australia’s best and is committed to achieving outstanding results for their stakeholders. There is a strong emphasis on professionalism and compliance with the organisation’s culture and ways of working.

About The Role

This role involves creating and maintaining both hard copy and digital files, ensuring all necessary documentation is accurately filed and easily accessible. The coordinator will work closely with agents and solicitors to facilitate smooth transactions and maintain compliance with company policies.

• Compensation: 900AUD/month (paid twice a month),
• Schedule: Mondays to Friday 8:30 am to 5:30pm AEST (6:30am to 3:30pm Manila Time including a 1hr unpaid lunch break (40hrs/week)
• Availability: Start ASAP
  
  

Responsibilities

File Management:

• Create and maintain hard copy sales admin files for each property, ensuring all documents are organized in a manila folder.
• Duplicate soft copy sales admin files in Dropbox, ensuring consistency and accessibility.
  
  

Documentation:

• Collect and file essential documents including Form 6, CMA, marketing schedules, contracts, deposit receipts, and settlement confirmations.
• Ensure all documents are named correctly and consistently, following the naming conventions outlined in the guidelines.
  
  

Communication:

• Liaise with buyers' and sellers' solicitors to gather necessary documentation and confirmations.
• Maintain a record of all communications related to property transactions.
  
  

Checklist Management:

• Utilize the Listing Pack Checklist to ensure all tasks are completed as documents are received.
• Review the listing pack upon property settlement to confirm all documents are accounted for before archiving.
  
  

Archiving:

• Organize and file settled or withdrawn property files in designated subfolders within Dropbox.
  
  

Compliance with client-specific organisational guidelines is a must.

Qualifications

• Strong organizational skills and attention to detail.
• Proficiency in using cloud storage solutions and Microsoft Office applications.
• Experience with CRM systems, particularly REX and PropertyTree.
• Excellent communication skills, both written and verbal.
• Ability to work independently and manage multiple tasks simultaneously.
• Demonstrate a strong ability to adhere to strict professional codes of conduct and ways of working.
• Ability to adapt to specific organizational cultural norms
  
  

The candidate must be proficient in the following tools:

• Dropbox: For storing and managing digital files related to property listings.
• Google Drive: For accessing and utilizing templates such as the Listing Pack Cover and Checklist.
• Microsoft Office Suite: For creating and editing documents, including contracts and marketing materials.
• Email Communication: For correspondence with solicitors and clients regarding property transactions.
• Manila Folders: For organizing hard copy files in a physical format.
• CRM Systems:
• REX: For managing property listings, tracking sales processes, and communication with clients.
• PropertyTree: For managing property management tasks and client communications.
• Realworks: For generating contracts and managing transaction workflows.
  
  

Apply only if you have backup plans and contingencies in place to address potential power outages and inclement weather conditions, ensuring that work can continue without disruption.

The organisation’s pursuit of excellence demands nothing but the best from its staff. We encourage you to evaluate your fit with our client’s dynamic culture, innovative ways of working, and high-performance expectations. If you thrive in a challenging environment and are eager to make a meaningful impact in a top-tier real estate organization, we want to hear from you. Join us in our mission to redefine the real estate experience and deliver outstanding results for our clients. Apply today and be part of something exceptional!