Admin Assistant

Position Overview

We are seeking a highly organised and detail-oriented Admin Assistant to provide administrative and operational support to the Sales and Property Management teams. The role will be responsible for maintaining accurate property and sales records, coordinating marketing activities, managing sales documentation, supporting compliance requirements, and assisting with day-to-day administrative tasks.

The ideal candidate will have strong attention to detail, excellent communication skills, and the ability to manage multiple priorities in a fast-paced property environment.

Key Responsibilities

Sales Administration & Property Support

• Create and maintain sales files from listing through to settlement.

• Prepare sales file cover sheets once the authority is signed.

• Enter and update property and sales information in PropertyMe and the relevant office systems.

• Process property files from initial listing through receipt and settlement.

• Update sales files once properties become unconditional, including entering sale figures in preparation for settlement.

• Coordinate the preparation and emailing of property contracts to representatives once properties are listed and sold.

• Respond to confirmation of held emails from representatives.

• Coordinate with sales agents one week prior to settlement to obtain account sale approval, bank account details, and arrange preparation of keys.

• Complete MyConnect connections once a sale becomes unconditional.

• Assist with daily sales banking reconciliation, including downloading banking sheets, emailing them for processing, and forwarding receipts.

• Download and update vendor data and maintain accurate records.

• Manage the return-to-sender database and coordinate updates to the database with the team.

AML & Compliance

• Support the AML compliance process using First AML.

• Initiate AML compliance checks for buyers when sales become unconditional.

• Follow up on outstanding AML requirements and ensure documentation is properly recorded.

Property Marketing & Advertising

• Upload and maintain property listings and changes across relevant websites using Zenu, including realestate.com.au, Pagan Real Estate's website, and domain.com.

• Upload and maintain sales internet advertisements and weekly open home times.

• Coordinate newspaper advertisements as required.

• Coordinate the ordering of sales and lease boards, brochures, and other marketing materials.

• Create sales marketing letters and coordinate scanning and printing requirements.

• Create marketing materials using Canva for social media and sales appraisals.

• Upload new content across social media accounts.

• Send tenant notices for upcoming open-for-inspections.

• Assist the Property Management team with open homes and related activities.

Property Management & General Administration

• Assist with rental reference requests.

• Support monthly commercial invoicing.

• Manage the Logitout key management system.

• Answer incoming calls, transfer calls, and distribute messages as required.

• Provide general administrative support to the Sales, Property Management, Administration, and Management teams.

• Undertake other administrative duties and tasks as required.

Systems & Programs

The successful candidate will be trained in and/or use the following systems:

• PropertyMe – Sales and Property Management

• Zenu – Property listing and website updates

• First AML – AML compliance

• Canva – Marketing materials

• Logitout – Key management system

• Microsoft Excel and other office administration tools

• Real estate advertising platforms, including realestate.com.au and domain.com

Skills & Experience

• Previous experience in property administration, real estate, sales administration, or a similar administrative role is highly desirable.

• Strong administrative and organisational skills with excellent attention to detail.

• Good written and verbal communication skills.

• Comfortable handling confidential documents and compliance-related information.

• Ability to manage multiple tasks and deadlines while maintaining accuracy.

• Strong computer literacy, particularly in Microsoft Office and Excel.

• Experience with property management or real estate systems is advantageous, but training will be provided.

• Ability to work independently while collaborating effectively with Sales, Property Management, and Administration teams.

• Proactive, reliable, and willing to assist across different areas of the business.

Key Attributes

• Highly organised and detail-oriented

• Strong communication and interpersonal skills

• Proactive and dependable

• Customer and service-focused

• Able to multitask and prioritise

• Strong attention to accuracy and compliance

• Team-oriented and adaptable