Sales Admin Support x Assistant to Property Manager

Sales Admin Support & Assistant to Property Manager - Virtual Assistant (Australian Real Estate)

We are seeking a highly organized and proactive Sales Admin & Property Management Virtual Assistant to support our fast-growing Australian real estate agency. If you have previous experience working with Australian real estate businesses, excel at multitasking, and are confident handling both sales administration and property management tasks independently, we want to hear from you.

Experience with Eagle is essential. You must be comfortable making and receiving professional inbound and outbound calls to clients, tenants, landlords, and contractors.

Key Responsibilities

Property Management Support

• Manage and update property records in Eagle

• Coordinate routine, entry, and exit inspections

• Schedule and liaise maintenance jobs with trades and contractors

• Follow up on outstanding maintenance requests

• Communicate with tenants, landlords, and contractors via phone and email

• Assist with lease renewals and tenancy documentation

• Process maintenance invoices and ensure accurate record updates

• Monitor property compliance and support key management

• Prepare property management documentation and correspondence

• Maintain accurate notes and records in the CRM

• Manage shared inboxes and calendars

• Support the Property Manager with daily administrative tasks

Sales Administration Support

• Prepare listing documentation and sales contracts

• Upload and maintain property listings

• Prepare appraisal and listing presentation documents

• Coordinate photography, floor plans, and marketing materials

• Schedule appraisals, inspections, and settlement appointments

• Manage buyer and vendor databases

• Follow up with buyer enquiries and leads

• Professionally answer and direct phone calls

• Conduct outbound follow-up calls to clients and prospects

• Prepare letters, forms, and sales documentation

• Update CRM records and ensure accurate client information

• Support agents with day-to-day administrative duties

Required Skills & Experience

• Previous experience supporting an Australian Property Management or Real Estate Agency

• Strong knowledge of Australian real estate processes

• Hands-on experience using Eagle (required)

• Excellent spoken and written English

• Comfortable making and receiving phone calls professionally

• Strong customer service and communication skills

• Exceptional attention to detail

• Able to multitask and prioritize effectively

• Highly organized, self-motivated, and proactive

• Ability to work independently and meet deadlines

Software & Tools

Required:

• Eagle(Essential)

• Microsoft Office (Word, Excel, Outlook)

• Google Workspace (Gmail, Docs, Sheets, Calendar)

• Zoom & Microsoft Teams

Australian Real Estate Platform Experience (highly regarded):

• PropertyMe, Property Tree, Console Cloud, Console Gateway, Inspection Express, Inspection Manager, Ailo, Realworks, Agentbox CRM, Rex CRM, VaultRE, LockedOn, Campaigntrack, ActivePipe, Agentpoint, Reapit, MRI Software

Sales Administration Tools:

• Agentbox CRM, Rex CRM, VaultRE, Realworks, DocuSign, Dropbox Sign (HelloSign), Campaigntrack, ActivePipe, Canva, Dropbox, OneDrive, Google Drive, Trello/Asana/Monday.com, Xero (basic invoice processing a plus)

Other Skills:

• CRM management and database maintenance

• Digital document preparation and contract administration

• Email and calendar management

• Lead management and follow-up

• Data entry with high accuracy

• Phone handling and customer service

• Report preparation and document formatting

Home Office Requirements

• Reliable high-speed internet connection

• Quiet and professional home office environment

• Laptop or desktop with dual monitors preferred

• Noise-cancelling headset

• Backup internet connection (advantageous)

If you’re ready to contribute to a dynamic real estate team and thrive in a remote work environment, apply today!