Hybrid Personal Assistant to Lochie Torpy
Admin-First | Saturday Open Homes | Coastal Palm Beach Office
We are seeking a capable, warm and highly organised Hybrid Executive Assistant to support Lochie Torpy, a successful sales agent based in our Coastal Palm Beach office.
This role is admin-first and lead-led — the primary focus is running the day-to-day operations of the business, supporting listings, managing the database and delivering an exceptional client experience. There is also opportunity for light prospecting and client-facing work, depending on the candidate’s confidence and interest.
This is not a KPI-driven sales role. Success in this position comes from organisation, follow-through, communication and being a trusted right-hand — not call volumes or targets.
About the Role
This position is ideal for someone who:
* Loves administration and structure but also enjoys being out in the field
* Is happy working Saturdays alongside the agent at open homes
* Wants variety across admin, client service and light sales support
* Is confident on the phone but not motivated by sales pressure
You will work closely with Lochie to support the business across the full sales lifecycle — from appraisal preparation through to settlement and post-sale care — while also being present at all Saturday open homes.
Work Hours
* Monday to Thursday: 8:30am – 5:00pm (1-hour lunch)
* Saturday: 9:00am – 5:00pm (open homes)
* Friday: Time off in lieu
Remuneration
* Competitive base salary + superannuation
* Includes car and mobile allowance
* Opportunity for per-settlement incentives
What You’ll Be Responsible For
Executive Assistant & Admin Support (Primary Focus)
* Managing Lochie’s diary, appointments and priorities
* Coordinating emails, tasks and day-to-day administration
* Preparing documentation for appraisals and listings
* Keeping campaigns, deadlines and follow-ups on track
Database & CRM Management
* Maintaining, updating and cleansing the CRM
* Entering data from appraisals, calls and open homes
* Setting reminders and follow-up action plans
* Coordinating email campaigns, SMS communication and seasonal touchpoints
Client Communication & Prospecting (Secondary / Flexible)
* Making relationship-based customer service calls including:
o Just Listed
o Just Sold
o Neighbourhood and notice-to-resident calls
* Responding to online enquiries and directing qualified buyers to Lochie
* Opportunity to assist with light prospecting in quieter periods, depending on capability and interest
There are no strict call KPIs — the focus is on quality conversations and representing the brand professionally.
Listings to Settlement Coordination
* Coordinating photographers, stylists, valuers and inspectors
* Attending on-site appointments when required
* Supporting open homes and auctions (Saturday attendance required)
* Managing settlement processes and post-settlement follow-ups
Marketing & Brand Support
* Coordinating pre-listing kits and campaign launches
* Supporting Just Listed / Just Sold marketing activity
* Assisting with social media content and online presence
* Coordinating client reviews and testimonials
Systems & Continuous Improvement
* Documenting procedures and workflows
* Supporting reporting and identifying opportunities for improvement
* Assisting with the evolution of the role as the business grows
About You
* Highly organised with strong attention to detail
* Warm, professional and client-focused
* Comfortable working both in-office and at open homes
* Confident on the phone without needing sales targets
* Previous real estate administration or sales support experience preferred
* Reliable, proactive and enjoys taking ownership
Why This Role Works
* Admin-first role with variety and growth opportunity
* Clear structure with exposure to the sales process
* Fridays off in lieu for Saturday work
* Work closely with one agent and be genuinely valued
* Be part of the Coastal Palm Beach culture
If you’re looking for a role that blends strong administration with hands-on sales support — without high-pressure KPIs — this could be a great fit.
Apply now via SEEK