Property Acquisitions Administrator

Be part of the team shaping New Zealand’s residential property landscape

Are you highly organised, detail-driven and interested in property?

Join one of New Zealand’s fastest-growing residential property developers as a Property Acquisitions Administrator. This is an exciting opportunity for someone who enjoys working with property contracts, coordinating transactions and keeping multiple moving parts on track.

Working closely with our Acquisitions Specialists, Legal team and wider business, you will provide critical administrative and contract support throughout the property acquisition lifecycle - from initial offer through to unconditional, settlement or cancellation.

If you have experience in property, legal, conveyancing, contracts or administration and thrive in a fast-paced, high-performing environment, we would love to hear from you.

The role

Based at our Christchurch headquarters near Wolfbrook Arena, you will play an important role in supporting our Acquisitions team across a varied portfolio of residential property transactions.

You will be responsible for the administration and coordination of acquisition contracts, property documentation, key milestones and stakeholder communication. You will work alongside our Acquisitions Specialists to ensure opportunities and transactions are progressed efficiently, accurately and with strong attention to detail.

This is a varied role where organisation, initiative and the ability to follow things through will be essential.

Key responsibilities

Property acquisitions and contracts

• Prepare and draft Agreements for Sale and Purchase and other property acquisition documentation
• Assist with reviewing and editing property contracts and related documentation
• Manage the contract administration process alongside the Acquisitions Specialist from offer acceptance through execution, unconditional, settlement or contract cancellation
• Monitor and follow up on key contract milestones, conditions, critical dates and outstanding actions
• Identify potential risks, delays or missing information and escalate these promptly
• Liaise with in-house and external legal teams on property acquisition matters and contract administration
• Coordinate communication between internal departments and external stakeholders to ensure transactions progress efficiently

Property and transaction administration

• File, document and maintain accurate records for all properties and transactions within the company’s document management systems
• Maintain accurate and up-to-date property files throughout the acquisition lifecycle
• Manage, coordinate and where required undertake pre-settlement inspections
• Ensure relevant documentation, information and actions are completed within required timeframes
• Monitor acquisition pipelines and report on transaction status, risks and delays where required

Acquisitions team support

• Provide administrative support to the Acquisitions team including meeting coordination, agenda preparation, meeting minutes and action tracking
• Handle and qualify incoming acquisition enquiries received through the 0800 number and other channels, directing opportunities to the appropriate Acquisitions team member
• Maintain team activity, pipeline information and data hygiene within HubSpot CRM
• Assist with reporting and maintaining accurate acquisition data across internal systems
• Support the Acquisitions Specialists with day-to-day coordination and administration

Process improvement

• Identify opportunities to improve acquisition administration processes and systems
• Assist with developing and maintaining templates, workflows and record-keeping processes
• Work collaboratively with the Legal and Acquisitions teams to streamline processes, improve efficiency and minimise risk

About you

We are looking for someone who is highly organised, proactive and exceptionally attentive to detail.

You may come from a property, legal, conveyancing, contracts or administration background. Experience preparing or administering Agreements for Sale and Purchase will be highly regarded.

You will bring:

• Previous experience in property, legal, conveyancing, contracts or a similar administrative environment
• An understanding of residential property transactions and Agreements for Sale and Purchase
• Strong attention to detail with excellent accuracy
• Exceptional organisational and time management skills
• The ability to manage multiple transactions, deadlines and priorities simultaneously
• Excellent written and verbal communication skills
• Confidence communicating with legal professionals, agents, vendors and internal stakeholders
• Strong Microsoft Office skills, particularly Word and Excel
• Experience with Landonline, Webforms or similar property and legal systems would be advantageous
• Experience using HubSpot or another CRM would be advantageous
• A proactive approach with the ability to identify issues and take ownership of getting them resolved
• The ability to work independently while contributing positively to a collaborative team
• A genuine interest in residential property and property development

Why join Wolfbrook?

• Join one of New Zealand’s fastest-growing residential property development companies
• Work closely with an experienced and ambitious Acquisitions team
• Gain exposure to a broad range of residential property transactions and development projects
• Enjoy a varied role where no two days are the same
• Be part of a supportive, collaborative and high-performing environment
• Receive ongoing training and development opportunities
• Build your knowledge across property acquisitions, contracts and development
• Work from our Christchurch headquarters near Wolfbrook Arena

Ready to take the next step?

If you are an organised and commercially minded property administrator who enjoys contracts, coordination and getting the details right, we would love to hear from you.

Apply now and become part of the Wolfbrook team.