Job Description
As a Virtual Assistant within our Asset Management department, you will play a key role in supporting the daily operations of our administration team and asset managers. This position requires excellent organisational skills, strong attention to detail, ability to clearly follow processes and the ability to manage multiple tasks efficiently.
You’ll be instrumental in maintaining records, liaising with stakeholders, and ensuring smooth administrative processes.
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 desirable.
- Proficient in Microsoft Office (Word, Excel, Outlook, Teams) and document management systems (Foxit PDF or Adobe).
- Strong written and verbal communication skills.
- Highly organised with a keen eye for detail.
- Ability to work independently and manage time effectively.
- Comfortable using accounting, inspection and facilities management software (Cirrus8, CirrusFM, Inspection Express).
Job Responsibilities
- Provide administrative support to the administration and asset management team, including scheduling, email correspondence, and document preparation.
- Maintain accurate property and tenant records in databases using Cirrus8, CirrusFM and Inspection Express.
- Support lease administration by monitoring key dates, generating reports, updating lease summaries, reviewing invoices, and ensuring accurate coding and proper allocation.
- Coordinate service and maintenance schedules with contractors and tenants.
- Support compliance and risk management tasks such as certificate tracking, insurance and compliance documentation.
- Help prepare financial and operational reports using provided templates.
- Communicate professionally with tenants, suppliers, and internal stakeholders.
- Perform ad hoc tasks and support project coordination as required.
- Ensure documents are filed in accordance with procedures.
- Assist administration team with budgets and reconciliations.
- Assist in the Accounts Payable process including assessing invoices against workorders to ensure accuracy.
- Monitor inboxes and action items on behalf of senior managers.
- Phone calls, after-hours inquiries, and virtual reception tasks.
Good luck and God Bless!