Business Support Specialist

About the client

Our client is a Melbourne-based property firm founded in 2008, specialising in buyer’s advocacy, property management, renovation consulting, and project leasing. The company is known for achieving low vacancy rates, long tenancy durations, and faster leasing outcomes, driven by a client-focused and proactive approach. With a highly experienced leadership team and offices across Victoria, NSW, and Queensland, our client delivers tailored property solutions that create long-term value for clients.

About Teamified

Teamified is a talent partner helping companies build exceptional remote teams across IT, software, product, and digital innovation. We collaborate with leading enterprises and fast-scaling tech businesses worldwide to help them access world class talent and accelerate growth. With operations across the globe our mission is to make building high performing global teams simple, fast, and cost-effective. Teamified has hundreds of clients with more than 200 engineers, testers, product managers, designers, and technology experts delivering impactful solutions every day.

Job Summary:

We are seeking a proactive and detail-oriented Business Support Specialist to join our dynamic team. This role is essential in ensuring the smooth operation of client services, human resources, office management, reporting, and administrative support functions. The ideal candidate will excel in multitasking, organization, and fostering positive client and team relationships.

Responsibilities:

• Client Relationship and Compliance:
• Coordinate and prepare new buyer’s advocate client documentation and follow up on compliance documents.
• Complete engagement agreements, invoices, and file management to completion.
• Obtain post-purchase/service feedback from all clients.
• Manage our client’s gifting initiatives.
• Oversee Google review management.

• Human Resources:
• Manage onboarding and induction processes for new hires.
• Maintain the leave calendar and public holiday/out-of-office schedules.
• Prepare employee files, including compliance checks (BLA, Agent’s Rep).
• Implement and roll out new office policies and procedures.
• Organize training, wellness, and development programs for all staff.

• Office Management:
• Oversee the management of our client’s IT systems, laptops, desktops, and phones.
• Order stationery and office supplies.
• Prepare written administration instructions and procedures as part of the company’s quality system.
• Coordinate and organize all our client’s events.
• Serve as the primary point of contact for incoming calls via the office number and WhatsApp.

• Reporting and Systems Management:
• Daily update Insightly, leads lists, and budget spreadsheets.
• Attend Monday Morning Advocacy Team Meetings – prepare stock lists, leads list, + EDM mail out.
• Monitor and report on the efficiency and productivity of current policies.
• Track sales and leads data.
• Report on lost business, opportunities, and feedback.

• Our Client’s Admin:
• Create and close client files.
• Prepare weekly EDMs for the database + filter to the team
• Update social media team with client briefs + new clients.
• Update and prepare property reports and CMAs.
• Manage Buxton Geelong: client leads list, conversions, client invoices + payments + reporting of.
• Handle general admin overflow tasks. KPIs

• Client Relationship and Compliance:
• 100% accuracy in client documentation and compliance tracking.
• Completion of post-purchase feedback within 7 days of service.
• Increase in Google reviews (minimum 10% growth quarterly).
• On-time delivery of client gifts within agreed timelines. 

• Human Resources:
• Completion of onboarding and induction within the first week for all new hires.
• 100% compliance in employee files (BLA, Agent’s Rep).
• Successful implementation of at least 2 new or updated policies annually.
• Quarterly employee wellness activities conducted.

• Office Management:
• IT issues resolved within 48 hours.
• Zero stockouts of essential office supplies.
• Completion of all written procedures by agreed deadlines.
• At least 3 successful company events are organized annually.
• 90% call response rate within working hours.

• Reporting and Systems Management:
• All Insightly and budget updates completed weekly.
• 100% attendance at Monday Morning Advocacy Team Meetings with required reports.
• Quarterly review and improvement of at least 1 policy or procedure.
• Sales and lead data reporting completed by the 5th of each month.

Our client’s admin:

• Client files created/closed within 48 hours of task assignment.
• EDMs sent weekly by scheduled deadlines.
• 100% accuracy in property reports and CMAs.
• Buxton Geelong invoices processed within 7 days of receipt.

• Proven experience in business support, office management, or administrative roles.
• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in CRM systems (e.g., Insightly) and Microsoft Office Suite.
• Ability to manage multiple priorities and meet deadlines.
• A proactive, problem-solving mindset with the ability to work independently.

• Flexibility in work hours and location, with a focus on managing energy rather than time.
• Access to online learning platforms and a budget for professional development
• A collaborative, no-silos environment, encouraging learning and growth across teams
• A dynamic social culture with team lunches, social events, and opportunities for creative input
• 13th Month Salary

If you possess the required skills and are eager to contribute to our teams success, we encourage you to apply for this exciting opportunity. Apply now!