Property Administration Assistant

Position: Property Administration Assistant
Location: Canberra, ACT
Start date: ASAP
Duration: 12-month contract with potential for permanent employment
Pay rate: $64.10 per hour plus 12% super
Security requirements: Must have full working rights in Australia

Overview:

Our client is seeking a highly organised and proactive Administration Assistant to provide day-to-day support to a Senior Development Manager and assist with the effective management of a portfolio of buildings.

This is a varied, hands-on role covering contractor coordination, tenant maintenance requests, invoicing, document management, asset and utility registers, compliance tracking and general administration.

The successful candidate will play an important role in ensuring buildings are well maintained, compliant and efficiently managed. This role would suit someone who enjoys variety, has excellent attention to detail and is comfortable coordinating multiple tasks and stakeholders.

The position is 100% Canberra-based, with the successful candidate expected to work from the office each day.

Responsibilities:

• Coordinate contractor bookings, site access, work orders and associated documentation.
• Triage, track and manage tenant maintenance requests and liaise with contractors, suppliers and consultants.
• Review, process and maintain invoices, contractor job cards and supporting records.
• Maintain asset registers, utility tracking sheets and other building records.
• Review utility accounts against internal records and coordinate monthly submeter readings.
• Track contractor, supplier and consultant insurance documentation and ensure records remain current.
• Assist with document formatting, version control, signatures, approvals and filing.
• Support tenant communications and respond to general enquiries in coordination with relevant stakeholders.
• Provide diary management and general administrative support.
• Assist with the transition to new management systems, including data entry and validation.
• Use technology, AI and automation tools to improve administrative processes and efficiency where appropriate.

Experience/requirements:

• Strong administration and organisational skills with excellent attention to detail.
• Demonstrated ability to manage competing priorities, requests and deadlines.
• Strong document, records and filing management skills.
• Professional written and verbal communication skills.
• Confidence liaising with tenants, contractors, suppliers and other stakeholders.
• Good numerical skills and confidence reviewing invoices, accounts and tracking sheets.
• Strong Microsoft Office skills, particularly Outlook, Word and Excel.
• Ability to learn and work confidently across different management systems.
• Proactive approach with the ability to take ownership of administrative tasks.
• An interest in using technology, AI and automation to improve processes.
• Previous experience in property, facilities management, building management, construction or a similar environment would be advantageous but is not essential.

SOS Recruitment is committed to workplace diversity and equity in employment. We encourage applications from Aboriginal and Torres Strait Islander peoples, people with disabilities, women, people with family responsibilities, and individuals from diverse cultural, linguistic, religious and LGBTIQ backgrounds.