Property Team Coordinator

Our client is a large Australian retail business that manages an extensive property portfolio across the country. The company values collaboration, accountability, and operational excellence while continuously improving its property initiatives.

They are now seeking to hire a Property Team Coordinator to act as the operational and administrative backbone of the department. This offshore role focuses on maintaining data integrity, tracking key actions, supporting cross-functional communication, and providing day-to-day executive support to the senior property leadership team.

Job Responsibilities

Reporting and Tracker Management

• Maintain and update lease trackers, deal trackers, and key date trackers
• Support weekly and monthly reporting updates
• Prepare reports, dashboards, and executive reporting packs
• Maintain reporting templates and ensure consistency across documentation
• Monitor reporting deadlines and ensure timely completion

Property Data Management

• Maintain accurate property and lease information across internal systems
• Update ownership changes, lease renewals, amendments, and closures
• Reconcile property data across multiple systems to ensure data integrity
• Identify inconsistencies and proactively resolve or escalate issues
• Ensure all property records remain accurate and up to date

Workflow and Stakeholder Coordination

• Coordinate information flow between Property, Legal, Finance, and Store Development teams
• Track actions arising from meetings and reports
• Follow up with internal stakeholders to ensure outstanding actions are completed
• Maintain structured workflows and ensure key milestones are achieved
• Support smooth day-to-day operations across the property function

Executive Support

• Provide diary management and meeting coordination for senior property leadership
• Assist with inbox management and scheduling
• Prepare presentations, meeting packs, and supporting documentation
• Coordinate meetings and maintain executive documentation
• Provide general administrative support to senior leadership

Process Improvement

• Maintain and improve reporting templates and operational trackers
• Assist with continuous improvement initiatives
• Support the implementation of new processes and operational frameworks
• Identify opportunities to improve reporting accuracy and workflow efficiency

• Proven experience in Property Administration, Property Coordination, Executive Assistance, or a similar operations coordination role
• Advanced Microsoft Excel skills including Pivot Tables, VLOOKUP/XLOOKUP, formulas, and data reconciliation
• Exceptional organisational and time management skills with a high level of accuracy and attention to detail
• Strong analytical and reporting capability with experience preparing executive packs
• Excellent written and verbal English communication skills
• Confident stakeholder management skills with the ability to proactively follow up on outstanding actions
• Experience supporting senior executives with diary and email management
• Ability to manage multiple priorities simultaneously and work independently in a collaborative environment
• High level of integrity, accountability, and professionalism
• Willingness to work full-time matching Australian business hours

Nice-to-Have Skills

• Previous experience within the property or leasing industry
• Experience using specialised Property Management Systems such as Lease Eagle
• Experience utilizing AI tools like ChatGPT or Microsoft Copilot for administrative assistance and document preparation

• Permanent work-from-home set-up
• Dayshift (Australian Eastern Standard Time business hours)
• Full-time job
• HMO
• Annual leave
• Christmas Bonus equivalent to 1 month's wage (pro-rate)