Overview

Our client is looking for a proactive and highly organized Executive Assistant & Operations Coordinator to serve as the operational backbone of a growing Australian business. In this role, you will work directly with the business owner to manage executive schedules, oversee end-to-end property transaction workflows, maintain CRM accuracy, and coordinate high-quality client communications. This position offers ongoing training with a clear path toward managing day-to-day operations independently, alongside performance bonus opportunities per completed property sale.

Schedule:

• Full-time Monday-Friday, 8 AM-5 PM AEST with 1-hour unpaid lunch, 8 hours per day, 40 hours per week (Australian Business Hours)

Responsibilities

Executive Support

• Manage executive calendars, appointments, and meeting schedules
• Coordinate travel arrangements and prepare detailed itineraries
• Monitor and respond to emails and business correspondence
• Prepare reports, presentations, meeting agendas, and minutes
• Organize business files, records, and documentation
• Conduct research and prepare briefing materials
• Assist with general administrative and operational tasks

Operations Coordination

• Track property transactions from signed contract through settlement
• Maintain accurate records and monitor progress across every stage of the client journey
• Ensure deadlines, milestones, and follow-up activities are completed on time
• Coordinate with internal team members and external stakeholders to keep transactions moving smoothly
• Identify workflow bottlenecks and proactively resolve issues
• Support continuous improvement of operational systems and processes

CRM & Client Management

• Maintain accurate CRM records and ensure data hygiene
• Update client information, notes, and transaction status
• Schedule follow-up activities and reminders
• Generate reports from CRM as required
• Ensure client communications are documented accurately

Client & Referral Partner Communication

• Provide regular updates to clients throughout the transaction process
• Conduct follow-up calls and emails with referral partners
• Build and maintain positive relationships with clients and business partners
• Respond professionally to enquiries and escalate issues where appropriate
• Deliver a warm, responsive, and high-quality customer experience

Project & Administrative Support

• Coordinate projects and monitor action items
• Maintain task lists and operational documentation
• Support implementation of new systems and procedures
• Assist with data entry, reporting, and business administration
• Handle ad hoc requests from the executive

Requirements

• Minimum 2 years' experience as an Executive Assistant, Operations Coordinator, Personal Assistant, or Administrative Assistant
• Excellent written and spoken English
• Strong organizational and time management skills
• Ability to manage multiple priorities simultaneously
• High attention to detail
• Experience maintaining CRM systems
• Strong Microsoft Office and Google Workspace skills
• Ability to work independently with minimal supervision
• Professional and confidential approach when handling sensitive information

Nice to Have

• Previous experience supporting Australian businesses
• Experience within real estate, property, finance, or mortgage industries
• Experience using HubSpot, Salesforce, Monday.com, ClickUp, Trello, or similar platforms
• Basic bookkeeping or invoicing experience
• Experience documenting business processes and SOPs

Independent Contractor Perks

• Permanent work from home
• Immediate hiring
• Health Insurance Coverage for eligible locations
• Performance bonus for every completed property sale payable upon successful handover/settlement.

Note

Please click the "APPLY" button to complete your application, including the assessment questions, technical check, and voice recording. Your hourly pay rate will be established based on your performance in the application process; submissions with all requirements fulfilled will receive priority review.

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