Administrative Assistant

Job Description :

Job Summary:

We are seeking a highly organized and proactive Administrative Assistant to support the day-to-day operations of an Australian Buyer's Agency. The ideal candidate will have prior experience working with Australian real estate or buyer's agency businesses and hands-on expertise with Zoho CRM. This role requires exceptional organizational skills, strong attention to detail, and the ability to coordinate seamlessly with clients, buyer's agents, solicitors, vendors, and other stakeholders throughout the property purchasing process. The successful candidate will play a key role in ensuring smooth administrative operations, accurate documentation, timely follow-ups, and outstanding client service.

Key Responsibilities:

Client & CRM Management

• Manage and maintain accurate client records, property details, and transaction information within Zoho CRM.
• Track leads, opportunities, and deal pipelines to ensure timely follow-ups and progression.
• Update CRM records with client communications, documents, and transaction milestones.
• Generate CRM reports on lead status, conversions, pipeline performance, and client activities.

Administrative Support

• Provide comprehensive administrative support to buyer's agents throughout the property acquisition process.
• Prepare, organize, and maintain contracts, offers, purchase agreements, compliance documents, and other transaction-related paperwork.
• Ensure all documentation is accurate, complete, and properly filed.
• Maintain organized digital records and confidential client information.

Client & Stakeholder Coordination

• Coordinate communication between buyer's agents, clients, solicitors, mortgage brokers, vendors, and other stakeholders.
• Schedule appointments, property inspections, meetings, and follow-up calls across Australian time zones.
• Respond professionally to client inquiries via email and phone.
• Assist with onboarding new clients and maintaining a smooth client experience.

Transaction & Process Coordination

• Monitor transaction progress and ensure all administrative milestones are completed on time.
• Follow up on outstanding documents, approvals, and pending tasks.
• Coordinate with internal and external stakeholders to facilitate seamless property transactions.
• Support continuous improvement of administrative workflows and operational processes.

Reporting & Documentation

• Prepare regular reports on pipeline status, client activities, and operational performance.
• Maintain accurate records of client interactions and transaction progress.
• Ensure compliance with internal procedures and documentation standards.

Required Skills:

• Hands-on experience with Zoho CRM, including lead management, pipeline tracking, workflow management, and reporting.
• Strong understanding of Australian real estate administration or buyer's agency operations.
• Excellent written and verbal English communication skills.
• Strong organizational, multitasking, and time management abilities.
• High attention to detail and accuracy.
• Ability to work independently with minimal supervision.
• Strong problem-solving and coordination skills.
• Proficiency in Microsoft Office and Google Workspace.

Qualifications:

• Bachelor's Degree in Business Administration, Commerce, Management, or a related field.
• Relevant certifications in CRM, administration, or real estate support will be an added advantage.

Experience:

• Minimum 1–2 years of experience supporting Australian Buyer's Agents, Real Estate Agencies, or Property Management companies.
• Proven experience working with Australian clients in a remote or virtual environment.
• Practical experience managing CRM systems, client documentation, and administrative workflows.

Preferred Candidate Profile:

• Good understanding of Australian property purchase processes and real estate terminology.
• Experience using Zoho CRM is mandatory.
• Familiarity with DocuSign, Google Workspace, Microsoft Office, and other productivity tools.
• Strong customer service orientation with excellent interpersonal skills.
• Self-motivated, proactive, and capable of handling multiple priorities.
• Comfortable working 5:00 AM – 2:00 PM IST aligned with Australian business hours.
• Reliable internet connection and a dedicated home office setup.

Experience : 1 - 2

Timing : 5:00 AM – 2:00 PM

Working Shift : Day Shift (Onsite)

Job Type : Full Time

Category : Business Development

Salary : Best in industry

Skills : Excellent Communication,Administration,Executive Assistant

Keywords : Administrative Assistant, Australian Buyer's Agency, Australian Real Estate, Real Estate Administration, Zoho CRM

Interested candidates kindly share your resume on talentscout@vrecruit.com or WhatsApp on 9274697805