Admin & EA to Director (7:30 AM - 4:30 PM)

Job Description:

Support the founder with administrative operations, client coordination, and deal documentation to ensure smooth day-to-day functioning of the business while enabling greater focus on client advisory and property acquisitions.

Key Responsibilities

Administrative Support

• Manage calendar, meeting scheduling, and appointment coordination
• Organize internal documents, reports, and communication records
• Prepare meeting notes and track follow-ups
• Maintain structured digital filing systems

Client Coordination

• Coordinate discovery calls and consultation meetings
• Maintain and update client records in CRM
• Track client interactions and follow-ups
• Assist in onboarding new clients and managing documentation

Lead & Enquiry Management

• Track enquiries received through website, LinkedIn, referrals, and other channels
• Maintain lead database and update CRM regularly
• Schedule introductory calls with prospects
• Ensure timely follow-ups with potential clients

Property Deal Administration

• Maintain database of potential investment properties
• Organize property reports, documents, and deal files
• Coordinate communication with:
• Real estate agents
• Mortgage brokers
• Conveyancers
• Property managers

CRM & Pipeline Management

• Maintain lead and client pipelines
• Track progress of deals and client stages
• Ensure timely follow-ups and documentation updates

Skills & Requirements

• 2+ years experience in administration, executive assistance, or real estate support
• Strong organizational and multitasking skills
• Excellent communication and coordination ability
• Proficiency in Google Workspace / Microsoft Office
• Familiarity with CRM tools