About Evolve FM ...
Evolve FM is Australia's only 100% Indigenous-owned, full-service property and integrated facilities management company and the sole Indigenous provider under the Australian Government's whole of government property services arrangement.
Driven by our vision of Equity through Opportunity, we deliver exceptional property services while creating meaningful employment and economic pathways for First Nations people. At the same time, we welcome individuals from all backgrounds who share our values and ambition.
We're proud to foster a workplace that is inclusive, flexible, and genuinely supportive, where you're empowered to bring your whole self to work and thrive both professionally and personally.
Our commitment to innovation and service excellence has been recognised with the ACT Telstra Business Award for Indigenous Excellence.
As a Supply Nation Certified Supplier, NSWICC member, and holder of ISO certifications (9001, 14001, and 45001), we continue to set high standards across everything we do.
We strongly encourage applications from Indigenous candidates.
Description
The Leasing Administration Lead is responsible for leading, mentoring, and supervising a small sized leasing administration team to ensure high-quality service delivery, operational efficiency, and accurate lease management across the property portfolio. The role plays a key part in strengthening Evolve FM's reputation by ensuring consistent, compliant, and customer-focused leasing administration outcomes.
This position is accountable for overseeing day-to-day leasing administration operations, driving process improvements, ensuring data integrity across systems, and supporting strategic leasing objectives and contract deliverables in collaboration with internal stakeholders and external partners.
Major Responsibilities
Team Leadership & Supervision
* Lead, supervise, and support a small team of Leasing Administrators, ensuring effective performance and workload management.
* Provide coaching, mentoring, and on-the-job training to build capability and maintain consistent service standards.
* Conduct regular team check-ins and contribute to performance reviews and development planning.
* Foster a collaborative, accountable, and high-performing team culture.
Operational & Hands-on Leasing Administration
* Actively perform leasing administration tasks as part of the daily workflow to support the team and ensure operational continuity.
* Assist with lease processing, rent roll maintenance, and portfolio updates when required.
* Undertake lease verification, data entry, and cross-checking across multiple systems and lease documentation.
* Support invoice review, financial adjustments, and reconciliations alongside the team.
* Step into operational workload during peak periods, absences, or tight deadlines to ensure service continuity.
Operational Oversight
* Oversee the day-to-day leasing administration functions across the property portfolio, ensuring accuracy and timeliness.
* Monitor task allocation and workflow priorities to meet business deadlines and client expectations.
* Ensure consistency in delivery standards across all leasing administration activities.
Data Integrity & Systems Management
* Ensure lease data is accurately maintained across all systems in line with policies and procedures.
* Oversee reconciliation of lease information across systems and source documents.
* Identify and address data quality issues, system gaps, or process inefficiencies.
Financial & Reporting Oversight
* Review and support invoice validation, lease-related financial adjustments, and reconciliations.
* Assist in preparing and validating audit requirements, compliance reporting, and data quality checks.
* Ensure timely and accurate reporting outputs for internal and external stakeholders.
Stakeholder Engagement
* Act as a key point of contact for landlords, agents, clients, and internal stakeholders regarding lease administrationmatters.
* Support effective communication and resolution of leasing-related queries.
* Attend internal and external meetings as required and ensure follow-through on actions.
Process Improvement & Compliance
* Identify and implement opportunities for operational improvement and efficiency gains.
* Ensure all work is completed in accordance with Evolve FM's Integrated Management System (IMS), policies, and procedures.
* Promote consistent compliance across the team and operational activities.
Business Support
* Support broader leasing and business objectives through proactive involvement in both operational delivery and team leadership.
* Contribute insights from day-to-day operations to improve processes and service outcomes.
Experience
* High attention to detail with proven ability to audit, review, and validate data, reports, and lease information for accuracy and compliance.
* Strong numeracy skills, with the ability to support financial reconciliations, lease adjustments, and reporting activities (advanced capability highly regarded).
* Ability to work effectively within defined procedures, systems, and operational frameworks while consistently delivering accurate outputs.
* High level of computer literacy with proficiency in Microsoft Office Suite (particularly Excel) and ability to work across multiple systems and databases.
* Ability to perform hands-on leasing administration tasks including data entry, lease processing, rent roll maintenance, invoice review, reconciliations, and reporting support.
* Strong organisational and prioritisation skills, with the ability to balance personal operational workload alongside team supervision responsibilities.
* Eligibility to apply for and obtain a Real Estate Certificate of Registration (or interstate equivalent) to work within the real estate industry.
* Proven experience in a similar role within a fast-paced property, facilities, or project environment (or comparable sector).
* Demonstrated experience working in environments requiring both operational delivery and team support or informal leadership responsibilities.
* Strong customer service capability with a track record of effectively managing multiple stakeholders, including landlords, agents, clients, and internal teams.
* Knowledge of Work Health and Safety (WHS) requirements within an operational environment (desirable).
* Existing Assistant Agent Certificate (ACT) or interstate equivalent real estate qualification (desirable).