Job Description
As a Virtual Assistant within our retail and asset management teams, you will play a key role in supporting the day-to-day operations of our asset managers, the retail and asset management teams, and the broader business. The role requires strong communication and organisational skills to effectively manage multiple tasks and ensure the smooth execution of administrative processes and operational workflows.
Job Title
-
Administration Executive
Work Schedule
- Day Shift
Job Qualifications/Requirements
- Previous experience in a virtual assistant, administration, accounting or property-related role preferred.
- Knowledge of Australian commercial real estate or property management processes is desirable.
- Proficient in Microsoft Office (Word, Excel, Outlook, Teams).
- Strong written and verbal communication skills.
- Highly organised with a keen eye for detail.
- Ability to work independently and manage time effectively.
- Comfortable using property and accounting management software (Cirrus8, CirrusFM, Inspection Express).
- Team player and encourage a strong team environment.
Job Responsibilities
- General Administration:
• Provide administrative support to the retail and asset management teams, including scheduling, email correspondence, and document preparation.
• Communicate professionally with tenants, suppliers and stakeholders.
• Monitor email inboxes and action items.
• Perform ad hoc tasks and support project coordination as required. - Financial, Data Management and Reporting:
• Support the retail and asset management teams with the preparation of annual property budgets for operational and capital expenditure.
• Support teams with the preparation of outgoings reconciliations.
• Assist asset managers with monthly & quarterly reporting.
• Obtain monthly sales figures from retail tenants and ensures accurate data entry into the system.
• Assist in the preparation of documentation including managing agent agreements, proposals, tender documentation and other documents as required.
• Assists in the accounts payable process including assessing invoices against work orders to ensure accuracy. - Tenant Management:
• Provide support to the retail and asset management team with obtaining quotes or other contractor management.
• Assist in the Accounts receivable process including arrears management and ad hoc billing as required and in accordance with company procedure.
• Support retail and asset management in ensuring critical date reports are reviewed and completed in a timely manner including rent reviews, AFSS, Asbestos reports, etc. and in accordance with company procedures.
• Regular reviews of portfolio data to ensure accuracy including Tenancy Schedules, PL insurance certificates, Bonds & Bank Guarantees registers. - Lease Administration:
• Ensure lease and property data is correctly and accurately maintained in accordance with company procedures.
• Preparation of legal correspondence (HOA, Leases, Disclosure statements) and general correspondence as required.
• Upload property and lease data into Cirrus 8 in line with company procedures.
Ensure that diary reminders, critical dates are accurately updated in C8.
• Promptly process any new Asset Management files and associated documents, checklists, all forms and letters including maintaining accurate files (both paper, server and archives) in line with company procedures. - Compliance and statutory requirements including WHS:
• Assist in review and follow up of compliance documentation including tenant and contractor insurances, AFSS and other compliance requirements in accordance with company policy.
Good luck and God Bless!