* National Healthcare Organisation
* Property & Procurement Support
* Based at East Maitland Head office with Hybrid work arrangements
The Opportunity
We are seeking a highly organised
Property Administration Coordinator
to provide comprehensive administrative support across
Property Services and Procurement
.
Reporting to the
Property and Leasing Manager
, this role has a strong focus on
lease administration, document control and supplier coordination
, while also supporting procurement and asset management activities. You'll play a key role in ensuring property and procurement processes run smoothly, accurately and in line with compliance requirements across the business.
This is an excellent opportunity for someone with property or lease administration experience who enjoys working in a structured, fast-paced environment with multiple stakeholders.
Key Responsibilities
Lease & Property Administration
* Maintain accurate lease records, documentation and key dates within the lease administration system
* Coordinate lease documentation including renewals, variations and surrenders
* Manage insurance and bank guarantee administration and tracking
* Support landlord contributions, fit-out allowances and sublease documentation
* Liaise with external legal providers on lease documentation as required
Supplier, Contractor & Procurement Support
* Maintain supplier and contractor registers, certificates and insurances
* Raise purchase orders, process invoices and support contract renewals
* Assist with asset register maintenance, equipment ordering and delivery tracking
General Property Services Support
* Maintain organised property records and document control
* Support project administration, reporting and budget tracking
* Coordinate property-related communications with landlords and internal stakeholders
Stakeholder & Relationship Management
* Provide professional, timely support to internal teams, landlords and suppliers
* Respond to enquiries and coordinate information across Property and Procurement
About You
You're a proactive and detail-focused administrator with experience supporting property or procurement functions.
* 2-3+ years' experience in property administration, lease administration or a similar role
* Strong organisational skills and attention to detail
* Experience with lease or contract management systems (Lease Eagle or similar highly regarded)
* Confident using Microsoft Office, particularly Excel and Word
* Experience raising purchase orders and processing invoices
* Strong written and verbal communication skills
* Ability to manage multiple tasks and deadlines
* Experience in retail property, healthcare or dental environments is advantageous
About Us
Pacific Smiles Group is one of Australia's leading dental service organisations, with over 120 practices nationwide across Pacific Smiles Dental, nib Dental Care and HBF Dental (operated on behalf of HBF). Backed by Genesis Capital, we are focused on sustainable growth, operational excellence and supporting our centres to deliver outstanding patient care.
Our Property Services team plays a vital role in enabling this growth by supporting the management of our national property portfolio and supplier network.
Why Join Pacific Smiles Group?
* Join a growing national healthcare organisation with long-term stability
* Work closely with experienced Property and Procurement leaders
* Varied role with exposure across property, leasing and procurement
* Supportive team environment with a focus on collaboration and continuous improvement
* Flexible working arrangements aligned to role requirements
Apply now to kick start 2026 Great team to work with and be a part of
Desired Skills and Experience
contract administration