Real Estate Operations Assistant

Role Overview:

To provide high-level operational, marketing, and administrative support to ensure seamless delivery of the company's premium, concierge-style real estate service. The role requires experience in Australian real estate workflows, proficiency with digital tools, and the ability to work proactively in a fast-paced, client-centric environment.

Key Responsibilities:

1. Administrative Support

• Prepare and process documentation including Form 6, agency agreements, contracts, and disclosure statements (in line with QLD compliance).
• Manage CRM data entry REX or STREEM (which we are building currently to replace REX) – maintain accurate buyer/vendor records, track communications, and follow-up tasks.
• Calendar management: coordinate meetings, property inspections, photo shoots, and settlement milestones.
• Prepare weekly reports for the Principal and EA, including pipeline status, marketing campaigns, and buyer enquiry summaries.

2. Marketing & Listings Coordination

• Create, proof, and upload property listings to major portals , Domain), and ensure consistency across platforms.
• Design and coordinate EDMs (email marketing) and social media content using tools like Mailchimp, Canva, and Later.
• Prepare property brochures, virtual tour links, and digital proposals for vendor presentation.
• Liaise with photographers, copywriters, and other third-party suppliers to ensure marketing materials are delivered on time.

3. Transaction Management

• Assist in offer and contract tracking: ensure all offer documentation is processed promptly, and updates are communicated to all parties.
• Liaise with solicitors and conveyancers to track contract milestones and settlement dates.
• Prepare pre-settlement checklists and confirm final inspections with buyers/vendors.
• Follow up on outstanding conditions (e.g., finance approval, building/pest inspections).

4. Vendor & Buyer Support

• Draft client communications (in EA's tone), including vendor reports, buyer enquiry responses, and settlement notifications.
• Respond to general vendor/buyer queries, escalating high-level enquiries to the Principal/EA.
• Manage post-sale service follow-ups and referral tracking.

5. System & Process Optimization

• Maintain and improve internal templates, checklists, and SOPs for operational efficiency.
• Monitor real estate portals and competitor listings for insights and market activity updates.
• Assist in preparing market appraisals and comparative market analysis (CMA) reports using RP Data/CoreLogic.

Required Skills & Experience:

• 3+ years of experience in an administrative or marketing role with a real estate agency (preferably Australian-based).
• Familiar with Queensland property sales processes, compliance, and documentation.
• Proficient in CRM systems (AgentBox, VaultRE, or similar) and real estate listing platforms.
• Strong written and verbal English communication skills.
• High proficiency with Microsoft Office, Google Workspace, Canva, Mailchimp, and basic video editing tools (preferred).
• Detail-oriented with excellent organizational skills and ability to handle multiple priorities.
• Available to work Brisbane business hours or with significant overlap.
• Experience in prospecting and sales, with the ability to identify opportunities and support lead generation.

Key Attributes:

• Proactive and solutions-focused with a can-do attitude.
• High integrity and discretion, particularly with client and transaction information.
• Adaptable to fast-paced, high-touch service expectations.
• Collaborative mindset, working closely with the Executive Assistant and Principal to deliver fast service.

Preferred Experience:

• Exposure to high-end or boutique real estate agencies.
• Understanding of luxury property presentation and marketing nuances.
• Experience supporting agents working with discerning clientele.