Based in Melbourne, we save you time & money by finding talented, skilled virtual staff in Philippines & South Africa
Property Team Coordinator
Location
Philippines
Posted
4 days ago
Salary
0
Seniority
Senior
Job Description
Property Team Coordinator
VirtualStaff365
• 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
Job 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)
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