Property Client Support Specialist - Help Australian Buyers Move Closer to Their Dream Property

Are you a highly organised operations professional who thrives on keeping processes moving, managing multiple priorities, and delivering exceptional client experiences throughout the property transaction lifecycle?

We’re looking for a Property Client Support Specialist to join a fast growing Australian property business and provide end-to-end administrative and operational support across the client journey.

You’ll be responsible for managing inbound leads, coordinating client onboarding, preparing agreements and invoices, maintaining property and client records, and supporting the wider operations team throughout the property transaction lifecycle.

Your Main Responsibilities 

Lead Management & Client Onboarding: 

• Manage daily website leads, enquiries, and initial client communication.
• Pre-qualify inbound leads via email and WhatsApp and follow up as required.
• Schedule Scoping Meetings for qualified clients.
• Prepare and send forms, engagement emails, and DocuSign agreements.
• Follow up on outstanding documentation and signed agreements.

Client & Property Administration: 

• Create and maintain accurate client files, property boards, pipelines, and task records in Monday.com.
• Organise and manage client and property documentation across Google Drive and OneDrive, ensuring records are complete and up to date.
• Maintain Due Diligence Checklists and property sourcing data for easy access and reference.

Invoicing & Financial Administration: 

• Raise client retainer and final invoices via Xero at the appropriate stages of the client journey.
• Monitor invoice and payment status, ensuring all financial records are accurate and up to date.
• Support the team with general bookkeeping and financial administration as required.

Post-Contract & Property Operations Support:

• Liaise with brokers, solicitors, banks, and other third parties, following up on outstanding items and keeping the internal team updated.
• Coordinate Building & Pest inspections, property-related appointments, and pre-settlement gifting logistics.
• Manage post-settlement follow-ups and retrieve comparable sales data for CMA and bank valuation check-ins.

Communication & Team Support:  

• Manage day-to-day client and internal communication via WhatsApp and Microsoft Teams.
• Coordinate updates, follow-ups, and action items with clients, team members, and external stakeholders.
• Keep the team informed of outstanding tasks, client matters, and key operational priorities.

Process & Workflow Management: 

• Follow established processes, templates, checklists, and workflows while maintaining accurate and up-to-date operational systems.
• Identify opportunities to improve administrative processes and workflow efficiency.
• Proactively track tasks, documents, and deadlines to ensure nothing falls through the cracks.

What Your Profile will Look like

Must have: 

• 2+ years’ experience in administration, operations, client coordination, virtual assistance, or a similar role.
• Strong organisational, time-management, attention-to-detail, and multitasking skills, with the ability to manage multiple clients, tasks, documents, and deadlines.
• Excellent written and verbal English communication skills, with confidence dealing with clients and external stakeholders.
• Proven ability to work independently, proactively, and take ownership in a remote environment.
• Strong administrative, documentation, follow-up, and problem-solving skills, with the ability to learn new systems and processes quickly.
• Willingness to learn and develop knowledge of the Australian property industry.

Preferred: 

• Bookkeeping or invoicing experience.
• Experience using Xero, PropVault, DocuSign, Google Workspace
• Experience handling or drafting agreements and formal client documentation.
• Previous experience working with Australian clients or businesses.
• Any exposure to property, real estate, mortgage broking, or financial services.

Benefits of joining the Elephant Teams Family

When you join Elephant Teams, you aren’t just getting a job; you are joining a community of high-performing remote professionals.

• Fully Remote Work: WFH, always. We provide all the equipment you need to succeed.
• Competitive Compensation: A salary package that reflects your technical expertise and level of responsibility.
• Team Events: Join our Sri Lanka-based community for regular in-person team gatherings.
• Professional Growth: Work directly with a high-profile Melbourne brand, lead the implementation of cutting-edge AI, and grow in a fast-paced, international environment.

If you're an organised, proactive operations professional looking to grow with an established property business — we'd love to hear from you.

Submit your application by attaching your resume and answering a few quick questions to help us get to know you better.

Note: You must have legal working rights in Sri Lanka and reside in Sri Lanka to apply for this role.