Admin Assistant

This is a remote position.

Job Title: Admin Assistant 

About the Role

We are seeking a highly organized and proactive Real Estate Administrative Assistant to support our client based in Victoria (VIC). This role blends administrative support with real estate operations, requiring strong experience in property management and the ability to manage large portfolios. The ideal candidate is detail-oriented, tech-savvy, familiar with Australian property processes, and comfortable using AI tools to enhance efficiency.

This position is suited for someone who can confidently assist with property management tasks while supporting day-to-day administrative needs.

Key Responsibilities

Property Management Support

· Assist in managing large property portfolios (300–500+ properties).

· Handle lease administration including lease agreements, renewals, rent reviews, and arrears management.

· Issue notices and prepare VIC applications when required.

· Coordinate lease transfers, vacate notices, and routine inspections.

· Oversee maintenance requests and liaise with tenants, owners, and contractors.

· Ensure safety checks, entry/exit reports, and compliance documentation are well maintained.

Administrative & Operational Support

· Manage calendars, schedule meetings, and handle correspondence.

· Prepare reports, presentations, and documentation for property and administrative needs.

· Maintain organized records using tools such as Dropbox, and internal data systems.

· Process invoices, monitor rental arrears, and update portfolio databases.

· Support recruitment, marketing, and internal teams with general administrative tasks when required.

· Plan and assist with team events and internal engagement activities.

AI & Productivity Tools

· Utilize AI tools to optimize workflows, enhance documentation, and streamline daily tasks.

· Use project management platforms (e.g., Monday.com) to support team coordination and collaboration.

Client & Tenant Communications

· Communicate professionally with Australian clients, tenants, and owners via phone, email, or messaging platforms.

· Provide timely updates, respond to queries, and ensure issues are resolved promptly.

Requirements

Requirements

Qualifications & Experience

· 1-2 years of property management experience, ideally managing 500+ properties.

· Hands-on experience with Property Tree or similar property management tools (preferred but not required).

· Experience working with VIC or NSW property management processes (preferred).

· At least 6 months of administrative assistant experience or similar role.

· Strong proficiency using AI tools for productivity.

· Excellent organizational, communication, and time management skills.

· High attention to detail with strong accuracy in data management.

· Proficient in Microsoft Office (Word, Excel, PowerPoint).

· Familiarity with project management tools and CRM systems.

· Social media or content creation experience is a plus.

· Willing to be trained as a Marketing Assistant as part of long-term cross-functional support.