Property Assistant (Admin & Management – AU Client)

About the Opportunity

We are looking for a Property Assistant (Admin & Management – AU Client) to support the growth and success of the client by providing timely, accurate and professional support to the Property Manager for property related matters to the relevant stakeholders whilst considering the obligations and provisions under the lease agreement. The Property Assistant will assist the Property Manager with managing all property related enquiries for the client business, whether internal or external.

The Property Assistant is responsible for providing administrative and operational support to the Property Department across the client property portfolio. The role supports the day-to-day management of lease administration, property workflows, incident coordination, rental invoice processing, compliance tracking and stakeholder communication.

The Property Assistant acts as a central coordination point for property administration, ensuring all property matters are appropriately managed, escalated and documented in accordance with company procedures and timeframes.

Key Responsibilities

1. Property Administration and Portfolio Support

   • Assist the Property Manager in maintaining oversight of the company property portfolio.
   • Assist the Property Manager with day-to-day property matters across all sites.
   • Maintain accurate property records, lease information and portfolio documentation.
   • Maintain control of all property-related documentation and records.
   • Ensure all filing is completed in accordance with company filing systems and procedures.
   • Assist with drafting approval packs and supporting property documentation.
   • Assist with administrative tasks relating to store refits and property projects.
   • Assist with the site selection process as directed.
   • Conduct store visits relating to property matters where requested.

2. Property Inbox and Stakeholder Coordination

   • Actively monitor and assist with management of the Property inboxes.

   • Respond to, liaise on, or direct correspondence to the relevant internal or external stakeholders to ensure timely resolution of matters.

   • Review incoming correspondence daily and allocate matters to the appropriate workflow or team member.

   • Ensure all correspondence and supporting documents are uploaded to the relevant systems used by the business.

   • Escalate urgent or high-risk matters to the relevant stakeholders promptly.

   • Communicate professionally with:

     • Franchisees
     • Corporate store managers
     • Landlords
     • Property agents
     • Contractors
     • Internal departments

   • Ensure all matters are acknowledged and actioned within required timeframes.

3. Lease Overview & Property Systems Administration

   • Assist in maintaining the property records and associated property systems.

   • Ensure lease and property information is accurate and up to date, including:

     • Store details
     • Lease expiry dates
     • Current base rent
     • Outgoings
     • Rent review dates
     • Turnover rent requirements
     • Bank guarantee status
     • Certificate of Currency status

   • Assist with mapping annual rent increases and lease term obligations.

   • Maintain recurring reminders for rent reviews and lease critical dates.

   • Assist with preparing franchisee rent review notifications six weeks prior to commencement dates.

   • Support implementation and maintenance of Property workflows and systems.

4. Rental Invoice Administration

   • Ensure all invoices, including rent, electricity and outgoings invoices, are forwarded to the relevant entities within the same month they are received 100% of the time.
   • Ensure all received invoices are forwarded in a timely manner in accordance with company procedures.
   • Review invoices for accuracy, GST requirements and correct entity details prior to processing.
   • Follow up overdue invoices in accordance with company procedures.
   • Coordinate with Finance regarding invoice approvals, processing and payment requirements.
   • Maintain rental calendars and rent due date records.
   • Assist with franchisee communications regarding rental obligations and invoice requirements.

5. Property Incidents and Workflow Coordination

   • Assist with administration of Property incident workflows and tracking systems.

   • Ensure all incidents are properly documented with supporting evidence and correspondence.

   • Coordinate workflow updates and ensure actions are completed within required timeframes.

   • Assist with escalation processes for property matters including:

     • Arrears
     • Structural damage
     • Air conditioning
     • Leaks
     • Electrical issues
     • Access issues
     • Grounds maintenance
     • Signage damage
     • Customer incidents

   • Assist with preparation of Agent Engagement Forms and escalation documentation where required.

   • Ensure all workflow updates, subitems and records are maintained accurately.

6. Compliance and Reporting

   • Report sales figures and compliance documents to relevant landlords as required under lease obligations.
   • Assist with annual Bank Guarantee reviews.
   • Assist with annual Certificate of Currency reviews.
   • Maintain compliance records and monitor critical lease dates.
   • Assist with ensuring Property risk and escalation processes are followed appropriately.
   • Coordinate with WHS and internal stakeholders on safety-related property matters where required.

7. General Department Support

   • Assist other departments with tasks and administrative support as directed.
   • Assist with preparation of reports, spreadsheets and property tracking documents.
   • Support continuous improvement of Property systems, workflows and procedures.
   • Assist with maintaining the Property Playbook and process documentation.
   • Provide general administrative assistance to the Property Team as required.

What We're Looking For

• Previous experience in an administrative or coordination role
• Proficiency in Microsoft Office, particularly Word, Excel, and Outlook
• Strong organisational skills and attention to detail
• Experience with Salesforce and Monday.com is advantageous
• Exposure to property administration is beneficial
• Experience within franchising, café management, or similar client systems would be highly regarded

If you're ready to embark on an exciting and rewarding journey as our Property Assistant, we encourage you to apply now.

Learn more about us: www.hyvid.com | https://careers.hyvidone.com/job-posts