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Property Settlements Coordinator – Settlement & Transaction Support
Location
Sri Lanka
Posted
2 days ago
Salary
0
Seniority
Junior
Job Description
Property Settlements Coordinator – Settlement & Transaction Support
Elephant Teams
• Manage active property files from signed contract through to settlement. • Monitor and track finance approval deadlines, building and pest inspection dates, and all key settlement milestones. • Ensure all required actions are completed accurately and on time, with no file falling through the cracks. • Confidently communicate with Australian-based third parties including building inspectors, real estate agents, mortgage brokers, solicitors, and property managers. • Coordinate appointments, confirm key information, and proactively progress files through each stage of the settlement process. • Follow up on outstanding items and escalate delays appropriately. • Act as a key point of contact for clients throughout the settlement journey. • Provide timely, proactive updates at each stage of the process. • Deliver a professional and high-quality client experience from contract to keys. • Maintain accurate client records, file notes, and task updates across Monday.com and Agent Hub. • Keep settlement progress boards, task management systems, and operational trackers current and well-organized at all times. • Ensure data integrity across all active files and records. • Prepare and issue client invoices at key stages of the settlement journey. • Monitor outstanding payments and follow up where necessary. • Maintain accurate records of payment statuses across all active files. • Provide structured daily updates and end-of-day summaries through Microsoft Teams and internal business systems. • Deliver clear settlement milestone reporting to ensure full visibility across all active matters. • Assist with refining and improving settlement-specific workflows, templates, and documentation. • Support CRM and task management improvements directly related to the settlements process as the business scales.
Job Requirements
- Minimum 1+ years of experience in property administration, real estate support, executive assistance, operations support, virtual assistance, or a similar administrative role.
- Exceptional organizational skills with the ability to manage multiple active files, maintain accuracy, and consistently meet deadlines in a fast-paced environment.
- Strong written and verbal English communication skills, with the confidence to interact professionally with clients, third-party stakeholders, and external service providers.
- Hands-on experience using CRM, workflow, or project management platforms such as Monday.com, ClickUp, Trello, Asana, or similar systems.
- Proven ability to work autonomously in a remote setting, managing multiple competing priorities with minimal supervision.
- Confidence and professionalism when conducting outbound calls and coordinating with Australian-based clients, suppliers, and third parties.
- Previous experience within the Australian property, real estate, buyer’s agency, conveyancing, property management, or property investment sectors (preferred).
- Background or exposure in mortgage broking, lending administration, or financial services — particularly within an Australian context (preferred).
- Experience using cloud-based telephony platforms such as Dialpad, RingCentral, Aircall, or similar business communication tools (preferred).
- Exposure to process optimisation, workflow automation, or CRM improvements within a property or operations environment (preferred).
Benefits
- Fully Remote Work: WFH, always. We provide all the equipment you need to succeed.
- Competitive Compensation: A salary package that reflects your technical expertise and level of responsibility.
- Team Events: Join our Sri Lanka-based community for regular in-person team gatherings.
- Professional Growth: Work directly with a high-profile Melbourne brand, lead the implementation of cutting-edge AI, and grow in a fast-paced, international environment.
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