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Castran is a diversified, full-service real estate practice nestled in the heart of South Yarra. Our immaculate and modern office is located less than 100m walk from South Yarra Train Station.
We are a multifaceted real estate practice that specialises in Alpine, Metro, Regional, Coastal & Commercial sales. Our expertise also extends to valuations, auctioneering, project marketing and property management.
Job Description:
We are seeking a dedicated and organised person to join our team. This is a diverse role, requiring you to provide efficient and timely support to our Directors, Operations Manager and communications to our clients. This position requires excellent organisational skills, attention to detail and the ability to handle a variety of tasks efficiently.
The job involves 3-5 days (depending on candidate) in office 8:30am - 5:30pm - Days will be set, but flexible on which days of the week based on the candidate. Earlier starts with earlier finishes could also be discussed.
Key Responsibilities:
1. 1. Executive Support:
2. Manage diary and email communications for the Managing Director promptly and efficiently.
3. Liaise with internal and external stakeholders on behalf of the Managing Director, ensuring strong and professional written and verbal communication.
4. Receive dictation from the Managing Director and accurately transcribe into various documents.
5. Possess strong typing skills to ensure documents, valuations, and reports are efficiently and accurately prepared.
6. Format valuations and reports professionally, adhering to company standards and ensuring a polished final product.
7. Handle all tasks with discretion, sound judgement, and confidentiality.
8. Adapt to various competing demands and prioritise effectively to support the Managing Director's objectives.
9. Ensure high-level client service and responsiveness in all communications.
10. 2. Document Management and Formatting:
11. Prepare, proofread, and format reports, valuations, and other professional documents as required.
12. Ensure reports and other documents meet formatting standards and are visually appealing, with an eye for detail and design.
13. Apply graphic design skills to enhance the visual presentation of documents, ensuring they are clear, professional, and engaging.
14. Assist preparing Valuation contracts using existing templates.
15. 3. Time Management and Prioritisation:
16. Proactively manage the Managing Director's workload, ensuring tasks are prioritised effectively and deadlines are met.
17. Track action items and follow up on deliverables to ensure outcomes are achieved on time.
18. 4. Office/ Operational Support:
19. Answering telephone and screening calls
20. Preparing office rooms/ Teams meetings / Meeting agendas
21. Maintaining stationery & kitchen supplies for the office (making sure office/kitchen is clean)
22. Any other tasks that a member of the Sales Team requests of you.
23. Assisting Operations Manager with database entry, sales administration tasks, contract preparation.
24. Coordinating invoicing with the accounts team and Ops Manager
25. Assisting Operations manager with marketing schedules & authority documentation.
26. Technical Skills:
27. Highly proficient in Microsoft Office Suite (Word, Excel, PowerPoint)
28. Strong typing skills and accuracy in document preparation.
29. Graphic design skills with an eye for formatting and presentation – InDesign skills would be desirable but not crucial.
30. Ability to handle confidential information with discretion and professionalism.
31. Strong organisational skills with the ability to manage multiple tasks and competing priorities.
32. Discretion and Judgement:Ability to handle confidential matters with care and professionalism.
33. Attention to Detail:High level of accuracy in document preparation and formatting.
34. Proactive & Organised:Ability to anticipate needs, prioritise tasks, and ensure deadlines are met efficiently.
35. Communication:Strong written and verbal communication skills for effective interaction with internal and external stakeholders.
* Qualifications:
* 3 + years of experience in an EA role, senior administration or operational support role ideally in Real Estate/ Legal/ Accounting or a similar industry.
* Experience in preparing and formatting professional documents, previous experience with valuations very desirable.
For any questions, please contact: annie@castran.com.au
Seniority level
* Mid-Senior level
Employment type
* Part-time
Job function
* Administrative
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