Property Team Coordinator

14 hours, 48 minutes ago
Full-time
Junior
Business Intelligence
Virtual Assistance Services

Virtual Assistance Services

VirtualStaff365 is a Melbourne-based outsourcing specialist that helps Australian businesses source, hire, and retain virtual staff. They assist in improving operational efficiency, reducing staffing costs, and growing businesses by providing professio...

Professional Services
11-50
Founded 2016

Description

  • Maintain and update lease trackers, deal trackers, key date trackers, and other operational reporting tools.
  • Prepare weekly and monthly reports, dashboards, and executive reporting packs.
  • Maintain reporting templates and ensure consistency across documentation.
  • Keep property and lease data accurate across internal systems by updating ownership changes, renewals, amendments, and closures.
  • Reconcile property data across multiple systems, identify inconsistencies, and resolve or escalate issues.
  • Coordinate information flow between Property, Legal, Finance, and Store Development teams.
  • Track actions arising from meetings and reports and follow up to ensure outstanding items are completed.
  • Provide diary management, inbox support, meeting coordination, and general administrative support to senior property leadership.
  • Prepare presentations, meeting packs, and supporting documentation for executive stakeholders.
  • Support process improvement initiatives by helping implement new processes and improving workflow efficiency.

Requirements

  • 2+ years of experience in property administration or property coordination within the property, leasing, or real estate industry.
  • Advanced Microsoft Excel skills, including Pivot Tables, VLOOKUP/XLOOKUP, formulas, and data reconciliation.
  • Strong analytical and reporting capability with experience preparing executive packs.
  • Confident stakeholder management skills with the ability to proactively follow up on outstanding actions.
  • Experience supporting senior executives with diary and email management.
  • Availability during Australian business hours.
  • Experience supporting Australian clients or working with Australian commercial property or lease administration is preferred.
  • Experience supporting US clients or working with US commercial property or lease administration is preferred.
  • Experience supporting a retail property portfolio with lease and key-date tracking across a multi-site store network is preferred.
  • Experience using specialised property management systems such as Lease Eagle is preferred.
  • Experience using AI tools such as ChatGPT or Microsoft Copilot for administrative assistance and document preparation is preferred.

Benefits

  • Permanent work-from-home setup.
  • Day shift aligned to Australian Eastern Standard Time business hours.
  • HMO coverage.
  • Annual leave.
  • Christmas bonus equivalent to 1 month's wage, pro-rated.

Interested in this position?

Apply directly on the company website

Apply Now

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