Operations Partner

We are seeking a proactive and detail-oriented Buyer's Agent Admin / Operations Partner to provide day-to-day administrative support for clients, referral partners, and leads. The main systems and processes are already established, so we are looking for someone who can follow existing workflows accurately while helping identify opportunities to improve efficiency.

Key Responsibilities

• Respond to and manage email correspondence, including replying to potential clients who have been referred.

• CC the Virtual Assistant on relevant email replies and maintain clear email follow-up.

• Add new leads to the CRM under the appropriate category.

• Record referral details, including who referred each lead.

• Attach referrers to new leads in the CRM when they are existing Partner contacts.

• Check with the relevant team member when a referrer is not yet in the CRM to determine whether they should be added as a Partner.

• Copy and save original email messages and responses in the contact history under [Email] as separate entries.

• Update lead statuses, including changing new referrals to “Referred - Not Spoken with Yet.”

• Create follow-up tasks under the Lead Nurture category and ensure timely follow-up, typically within two days.

• Provide general administrative support to clients and referral partners.

• Manage calendars, tasks, documents, files, and communications using Google Workspace.

• Assist with social media management, including scheduling, posting, and basic content support.

• Upload invoices and receipts into Xero through HubDoc.

• Use Canva and Flipbook HTML for basic marketing, presentation, or document needs as required.

• Support compliance and supervision processes by maintaining accurate records and following established guidelines.

• Suggest workflow improvements and practical ways to improve administrative efficiency.

Required Skills and Experience

• At least 1-2 years of experience as an Administrative Assistant, Real Estate Assistant, or in a similar role.

• Strong proficiency in Google Workspace, including Gmail, Google Drive, Google Chat, Docs, Sheets, Calendar, and Tasks.

• Experience using a CRM and maintaining accurate lead and contact records.

• Excellent written and verbal communication skills.

• Strong attention to detail and ability to follow established processes.

• Ability to manage multiple tasks, priorities, and deadlines independently.

• Comfortable working with confidential client, lead, and business information.

• Reliable internet connection, quiet workspace, and availability during required working hours.

Technical Requirements:

• Equipment is self-provided

Computer:

• RAM: 8GB

• HDDISDD: 512 GB

• PU/Processor: Intel Core i5 or AMD Ryzen 5 (12th generation or newest)

• Operating System: Windows 11 Home or Pro

• Power Backup: Power station, Powerbank, UPS, and etc.

• Extra Display: Secondary/External Monitor

• Audio & Video: Noise-Cancelling Headset + Web Cam

• Internet Speed: 40-50 Mbps minimum bandwidth speed for both Download and Uploads.

Contractor Perks & Rewards:

• 20 Paid Time Off

• Referral Bonus - 70 AUD per successful referral to the Wingman platform (paid at 1st month mark with a client contract)

• Annual Trip - connect with the broader Wingman community in person

• Dedicated Support Contact (CSM) - someone to help you succeed and stay connected

• Access to a Network = collaborate with follow contractors and onshore specialists

• Opportunities to Upskill - optional sessions, peer learning, and developmental pathways

• More Work, More Opportunity - potential for additional contracts, Statements of Work, or expanded workloads

• High-Impact Projects - work alongside top-tier Australian partners on meaningful assignments

• Flexibility First - deliver your work in your way, with full autonomy on how you achieve outcomes

• Advisory Support - HR, Tax, and setup guidance available to make contracting seamless

• 100% Work-From-Home Contracts - all engagements designed for remote delivery

Pre-engagement requirements for Independent Contractors:

• BiR as you are a contractor (Required to submit any contributions required by the government.)

• NBI or Police Clearance

• Any Government-issued 10

Note: If you think you have the skills and experience we are looking for but are short on technical requirements, don’t hesitate to reach out to us to discuss the matter.