Property Administration & Systems Coordinator

Location: Office based
Employment Type: Full-Time (40 hours/week)
Experience Level: Intermediate to Mid-Level

Industry: Property / Real Estate Administration

About the Role

We are looking for a highly organised Administration & Systems Coordinator to manage all administrative, document control, and data organisation tasks across the full property client lifecycle — from lead entry through to post-handover.

This role is critical to keeping the business running smoothly. You will own the systems (Notion, SharePoint, CRM), ensure every document is accurate and properly filed, and make sure no milestone is missed. Once trained, youll operate independently with minimal supervision and consistently high standards.

If you enjoy structure, systems, checklists, and clean data — this role is for you.

Key Responsibilities

Lead & CRM Management

• Enter and maintain all leads in CRM and Notion databases

• Categorise leads, assign priorities, and track status updates

• Record communications, meeting notes, and progress logs

• Maintain accurate project folders and naming conventions

Client Onboarding Administration

• Send welcome emails and onboarding packs via DocuSign

• Monitor and follow up on unsigned documents within 24–48 hours

• Review IDs and onboarding documents for completeness

• Save and organise all files in SharePoint

• Update onboarding status in Notion

Document & File Management

• Create and maintain structured client folders in SharePoint

• Save, label, version-control, and archive all documents correctly

• Perform regular audits to avoid duplicates or misfiled files

• Manage document flow between clients, brokers, solicitors, and builders

Finance & Broker Support

• Send client summaries and consent forms to finance brokers

• Track finance milestones and flag missing information

• File and tag all finance correspondence

• Update milestones in Notion and CRM

Property, Contract & Build Administration

• Prepare and send EOIs and track deposits

• Review contracts for completeness and signatures

• Manage contract distribution and execution

• Track build stages from settlement to completion

• Maintain build trackers, photos, invoices, and milestones

Pre-Handover & Handover Coordination

• Coordinate inspections, insurance, depreciation schedules

• Prepare handover packs and key documents

• Track inspection reports and re-inspections

• Archive completed projects accurately

Systems, Reporting & Process Improvement

• Maintain Notion project databases and dashboards

• Update all checklists weekly

• Generate weekly summary reports

• Clean up legacy files and improve folder structures

• Maintain template libraries and master trackers

• Suggest and support system and process improvements

Required Skills & Qualifications

Must-Have:

• Strong administration and document management experience

• Advanced attention to detail and data accuracy

• Hands-on experience using Notion (databases, trackers)

• Experience with SharePoint or OneDrive

• Confidence using DocuSign

• Strong written English and professional email communication

• Ability to manage multiple projects and deadlines

• High level of confidentiality and professionalism

Nice-to-Have:

• Property, real estate, or construction administration experience

• Familiarity with Queensland property processes

• CRM experience (HubSpot, Airtable, Notion)

• Automation experience (Zapier, Notion formulas, AI tools)

Education & Experience

• Bachelors degree preferred (Business Administration, Management, Property, or similar)

• Relevant experience may be accepted in lieu of formal qualifications

• 2–3 years experience in administration, operations, or systems coordination

Tools & Software

• Notion

• Microsoft Office (Word, Excel, PowerPoint)

• SharePoint / OneDrive

• Outlook & Teams

• DocuSign

• PDF editing tools (Adobe Acrobat or equivalent)