We are seeking a highly organised and detail-oriented Administrative Officer / Executive Assistant to join our property investment firm based onsite in the Gold Coast office. This dual-function role sits at the heart of our operations, supporting both the day-to‐day administration of our client lifecycle, from onboarding through to settlement and construction and providing dedicated executive support to the Managing Director. This is a dynamic position suited to a proactive professional who thrives in a fast‐paced environment and takes pride in delivering a seamless client experience.
Key Responsibilities
Client & Property Administration
* Coordinate end-to‐end client onboarding, property placement, contracting, settlement and construction administration.
* Maintain accurate job trackers and CRM records (HubSpot), ensuring all pipeline stages and key dates are up to date.
* Create and organise client folders, filing contracts, finance documents, and receipts in an orderly and accessible manner.
* Liaise professionally with strategists, brokers, solicitors, builders, and clients throughout each stage of the property journey.
* Monitor critical dates and milestones across active files, proactively flagging upcoming deadlines to the relevant team members.
* Support deposit and settlement processes, ensuring all documentation and communications are accurate and timely.
* Maintain clear and professional communication across email, Outlook, OneDrive, HubSpot, and WhatsApp.
Executive & Managing Director Support
* Manage and monitor the Managing Director's email inbox, prioritising correspondence, flagging urgent matters, and drafting responses where appropriate.
* Maintain and manage the Managing Director's calendar in Outlook, including scheduling meetings, appointments, and travel arrangements.
* Support the Managing Director with ad hoc tasks and special projects to ensure smooth day‐to‐day operations.
General Office Administration
* Manage general office administration tasks including filing, record-keeping, and supply management.
* Ensure shared digital systems (OneDrive, HubSpot, Outlook) are kept organised and up to date.
* Support the broader team with administrative tasks as required, contributing to a collaborative and efficient work environment.
* Assist in the development and improvement of internal processes and administrative procedures.
Qualifications & Experience
We are looking for a candidate who brings the following:
* Previous experience in a similar administrative or personal assistant role
* Strong written and verbal communication skills, with the ability to liaise confidently with a range of stakeholders.
* Excellent organisational and time management abilities, with strong attention to detail and accuracy.
* Proficiency in Microsoft Office Suite, particularly Outlook (calendar and inbox management) (required)
* Experience with HubSpot CRM (preferred)
* Knowledge of property, construction, or related industries (preferred)
* Ability to work both independently and collaboratively as part of a close-knit team.
* High degree of discretion and professionalism when handling sensitive or confidential information.
What We Offer
* Opportunities for professional development and career growth within the property sector.
* A supportive, collaborative, and inclusive work environment.
* The chance to be immersed across multiple areas of the property sector, from investment strategy through to construction and settlement.
* Direct exposure to senior leadership, with the opportunity to develop your executive support skillset.
How to Apply
* If you are a motivated and detail‐driven professional looking to grow your career in property and executive support, we would love to hear from you. Please submit your resume and a brief cover letter outlining your relevant experience and why this role appeals to you.
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