Property Team Coordinator

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VirtualStaff365

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2009

🤝 B2B

☁️ SaaS

👥 HR Tech

B2B • SaaS • HR Tech

VirtualStaff365 is a Melbourne-based company specializing in virtual staff outsourcing solutions. They help Australian businesses save time and reduce staffing costs by providing professional and cost-effective offshore staffing solutions from the Philippines and South Africa. VirtualStaff365 offers a wide range of virtual assistant services, including customer service, data entry, graphic design, web and software development, and more. Their solutions enable businesses to increase operational efficiency and scale quickly while offering a no-risk guarantee.

📋 Description

• Maintain and update lease trackers, deal trackers, and key date trackers • Support weekly and monthly reporting updates • Prepare reports, dashboards, and executive reporting packs • Maintain reporting templates and ensure consistency across documentation • Monitor reporting deadlines and ensure timely completion • Maintain accurate property and lease information across internal systems • Update ownership changes, lease renewals, amendments, and closures • Reconcile property data across multiple systems to ensure data integrity • Identify inconsistencies and proactively resolve or escalate issues • Ensure all property records remain accurate and up to date • Coordinate information flow between Property, Legal, Finance, and Store Development teams • Track actions arising from meetings and reports • Follow up with internal stakeholders to ensure outstanding actions are completed • Maintain structured workflows and ensure key milestones are achieved • Support smooth day-to-day operations across the property function • Provide diary management and meeting coordination for senior property leadership • Assist with inbox management and scheduling • Prepare presentations, meeting packs, and supporting documentation • Coordinate meetings and maintain executive documentation • Provide general administrative support to senior leadership • Maintain and improve reporting templates and operational trackers • Assist with continuous improvement initiatives • Support the implementation of new processes and operational frameworks • Identify opportunities to improve reporting accuracy and workflow efficiency

🎯 Requirements

• Proven experience in Property Administration, Property Coordination, Executive Assistance, or a similar operations coordination role • Advanced Microsoft Excel skills including Pivot Tables, VLOOKUP/XLOOKUP, formulas, and data reconciliation • Exceptional organisational and time management skills with a high level of accuracy and attention to detail • Strong analytical and reporting capability with experience preparing executive packs • Excellent written and verbal English communication skills • Confident stakeholder management skills with the ability to proactively follow up on outstanding actions • Experience supporting senior executives with diary and email management • Ability to manage multiple priorities simultaneously and work independently in a collaborative environment • High level of integrity, accountability, and professionalism • Willingness to work full-time matching Australian business hours • Nice-to-Have Skills • Previous experience within the property or leasing industry • Experience using specialised Property Management Systems such as Lease Eagle • Experience utilizing AI tools like ChatGPT or Microsoft Copilot for administrative assistance and document preparation

🏖️ Benefits

• Permanent work-from-home set-up • Dayshift (Australian Eastern Standard Time business hours) • Full-time job • HMO • Annual leave • Christmas Bonus equivalent to 1 month's wage (pro-rate)