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Property Team Coordinator

11 hours, 7 minutes ago
Philippines
Full-time
Junior
Administrative Assistant
Project and Program Management
Apply Now
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
View All Jobs 25

Description

  • Maintain lease trackers, deal trackers, and key date trackers, and support weekly and monthly reporting cycles.
  • Prepare reports, dashboards, executive reporting packs, and meeting documentation.
  • Maintain reporting templates and ensure consistency across documentation.
  • Keep property and lease information accurate across internal systems, including 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 completion.
  • Provide diary management, inbox support, scheduling, and general administrative support to senior property leadership.
  • Support process improvement initiatives, including the implementation of new workflows and operational frameworks.
  • Identify opportunities to improve reporting accuracy and workflow efficiency.

Requirements

  • Proven experience in Property Administration, Property Coordination, Executive Assistance, or a similar operations coordination role.
  • Advanced Microsoft Excel skills, including Pivot Tables, VLOOKUP/XLOOKUP, formulas, and data reconciliation.
  • Exceptional organisational and time management skills with strong accuracy and attention to detail.
  • Strong analytical and reporting capability, including experience preparing executive packs.
  • Excellent written and verbal English communication skills.
  • Confident stakeholder management skills with the ability to proactively follow up on outstanding actions.
  • Experience supporting senior executives with diary and email management.
  • Ability to manage multiple priorities simultaneously and work independently in a collaborative environment.
  • High level of integrity, accountability, and professionalism.
  • Willingness to work full-time aligned to Australian business hours.
  • Previous experience within the property or leasing industry 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.
  • Full-time role.
  • 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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