Sales & Marketing Admin Assistant - WFO

We are seeking a highly organised, proactive and customer-focused Virtual Assistant to provide administrative and operational support across our business.

1. Property Management Support

Rent Reviews and Renewals

• Maintain and monitor a rent review schedule across the rental portfolio.
• Identify properties due for rent reviews and prepare relevant information for Property Manager consideration.
• Research comparable rental properties and prepare recommendations for review.
• Draft and coordinate rent increase notices following approval and in accordance with applicable legislation.
• Maintain a register of upcoming management authority renewals and expiry dates.
• Prepare renewal documentation and coordinate signing of management authorities.
• Follow up outstanding documentation and maintain accurate records.

Periodic Inspections

• Maintain the periodic inspection calendar and identify inspections due.
• Contact tenants to arrange inspection appointments and issue the required notifications.
• Coordinate inspection schedules with Property Managers.
• Monitor inspections awaiting completion.
• Prepare, format, proofread and finalise inspection reports using information and photographs supplied by the inspecting staff member.
• Identify maintenance issues, outstanding actions and landlord communication requirements.
• Distribute approved inspection reports to landlords and record follow-up tasks.

Rental Arrears Management

• Monitor rent arrears reports on an agreed schedule.
• Contact tenants regarding overdue rent via phone, email or SMS.
• Follow up outstanding payments and payment commitments.
• Maintain accurate records of communications and agreed payment arrangements.
• Escalate persistent arrears and non-compliance to the Property Manager.
• Assist with the preparation of arrears correspondence as directed.

Maintenance Coordination

• Monitor outstanding maintenance and job requests.
• Follow up tradespeople regarding work orders, appointments and expected completion dates.
• Obtain progress updates and confirm when works have been completed.
• Follow up outstanding quotes, invoices and completion documentation.
• Update maintenance records and communicate progress to the relevant Property Manager.
• Escalate urgent repairs, delays and unresolved issues promptly.

2. Sales Administration & Vendor Communication

Vendor Updates and Relationship Management

• Conduct regular scheduled check-in calls with vendors throughout the sales campaign.
• Provide updates on campaign activity, upcoming inspections, advertising schedules and outstanding actions using information provided by the sales agent.
• Gather vendor feedback, concerns and questions.
• Record all conversations and relevant information in the CRM.
• Escalate pricing discussions, negotiation matters, complaints and significant concerns to the responsible sales agent.
• Ensure vendors receive consistent communication and feel informed throughout the selling process.

Sales Preparation and Administration

• Arrange title searches and other relevant property information searches.
• Assist in obtaining council, planning, property and other documentation required for sale preparation.
• Coordinate administrative requirements with conveyancers and solicitors.
• Prepare and maintain pre-listing and pre-marketing checklists.
• Follow up outstanding documentation and information required before launching a property.
• Maintain accurate property records and ensure files are complete.
• Track sales preparation milestones and alert agents to delays.

Post-Settlement Client Follow-up

• Contact purchasers following settlement to check on their experience and offer assistance.
• Coordinate approved settlement congratulations, gifts or thank-you correspondence.
• Request testimonials and online reviews where appropriate.
• Update buyer records and future contact opportunities in the CRM.
• Refer any feedback, concerns or future property enquiries to the appropriate agent.
• Assist with ongoing client relationship and referral initiatives.

3. Social Media & Marketing

Social Media Management

• Assist with the management of Ray White Barham's Facebook, Instagram and other approved social media platforms.
• Prepare and schedule regular social media content.
• Create property-related posts, sold announcements, testimonials, community updates and promotional content.
• Prepare graphics and marketing material using Canva and approved brand templates.
• Monitor social media messages, comments and enquiries.
• Refer buyer, seller and rental enquiries promptly to the appropriate team member.
• Maintain consistency with Ray White branding, tone and marketing standards.
• Monitor engagement and provide regular performance summaries.

Seasonal Marketing and Campaign Coordination

• Develop and maintain an annual marketing calendar.
• Plan and coordinate seasonal campaigns, including spring selling, autumn market updates and holiday promotions.
• Prepare campaign materials, social media content, email marketing and promotional schedules.
• Coordinate distribution of marketing materials and ensure campaign deadlines are met.
• Maintain databases and marketing contact lists.
• Assist in organising client appreciation initiatives, community promotions and sponsorship-related marketing.
• Track marketing activities and identify opportunities for improved engagement.

4. Competitor & Market Monitoring

• Regularly monitor competing agencies' property listings and marketing activity.
• Review new listings, price changes, withdrawn properties and sold results where publicly available.
• Monitor competitor rental listings and advertised rental prices.
• Identify properties competing directly with current Ray White Barham listings.
• Prepare concise competitor activity reports for the sales and property management teams.
• Highlight relevant market changes, emerging trends and potential opportunities.
• Assist agents with comparable property information for appraisals and vendor discussions.

5. Email & Inbox Management

• Monitor and triage designated business email inboxes.
• Categorise incoming correspondence according to urgency and department.
• Respond to routine enquiries using approved templates and procedures.
• Forward or allocate enquiries to the appropriate team member.
• Identify and escalate urgent tenant, landlord, vendor and purchaser matters.
• Follow up outstanding email requests and ensure correspondence is actioned.
• Maintain an organised inbox with clear filing and follow-up systems.
• Assist with diary coordination and appointment confirmations.

6. CRM, Database & General Administration

• Maintain accurate and up-to-date client, property and contact records.
• Record calls, emails, follow-ups and task outcomes in the relevant systems.
• Monitor task lists and ensure recurring administrative duties are completed.
• Identify overdue tasks and bring them to the attention of the appropriate staff member.
• Prepare routine reports, correspondence and checklists.
• Assist with improving administrative systems, procedures and workflow efficiencies.
• Ensure confidential business and client information is handled securely.

Qualifications

Qualifications

• Bachelor's degree in business administration or related field
• 3-5 years of experience in Real Estate sales administration or support
• Proficient in Microsoft Office Suite and CRM software
• Strong organizational and multitasking skills
• Excellent verbal and written communication skills
• Ability to work independently and as part of a team

Preferred Qualifications

• Experience with sales analytics tools
• Knowledge of sales processes and methodologies
• Relevant certification in sales or administration

Perks and benefits

• Comprehensive health and life insurance on your 16th day of employment, covering 1 free dependent on the 16th day of employment
• Flexible leave credits which may be used for vacation, emergency and sick leaves
• Superb and exciting Mid-Year Parties - with items to give away and cash prizes!
• Endless opportunities for career advancement
• Exclusive ATM inside the office for employee's convenience
• Annual Performance Review with Salary Increase
• We set you up for success with a company-provided PC/Laptop and fiber internet connection
• Look forward to weekly office perks for work from office staff - Free Coffee, Meals and Beer Fridays!
• Top notch workplace with first class VIP lounge and game rooms
• Child friendly spaces to cater to the needs of employees with children, enhancing work-life balance
• Participate and join our CS Social Clubs and Special Interest Groups to connect with colleagues
• International career growth and connections
• Unlimited cash incentives for hired referrals
• Mental Wellness Employee Assistance program through Lifeworks
• In-house psychiatrist available to support employees' well-being
• Become part of the Employee Share Units program
• Cloudstaff Dream Points - To be used for bidding useful items like appliances, kitchenettes etc.