Property & Client Coordinator – Settlement & Client Success Support

This is a fully remote position, open to applicants in Sri Lanka.

📋 Description

• Settlement Coordination & File Management: Take charge of active settlement files from the moment a contract is signed until settlement is complete. Monitor finance due dates, building & pest inspections, and settlement milestones, ensuring all deadlines are met accurately.

• Back-Book & Client Retention Support: Oversee ongoing post-settlement client interactions, conduct periodic property valuation reviews for existing clients, and assist the team in identifying opportunities for re-engagement to enhance client retention and generate repeat business.

• Client Success & Communication: Facilitate client communications during the settlement process while ensuring a professional and proactive client experience. Coordinate follow-ups and maintain ongoing client interactions after settlement.

• CRM & Workflow Management: Regularly maintain and update workflows in Monday.com and Agent Hub. Ensure that client records, settlement updates, and operational tracking boards are precise and current.

• Invoicing & Financial Administration: Create and issue client invoices at significant milestones, monitor outstanding payments, follow up as necessary, and keep accurate records of payment statuses across active files.

• Operational Support & Reporting: Deliver structured daily updates, end-of-day summaries, and milestone reports through Microsoft Teams and internal systems.

• Process Improvement & Automation Support: Contribute to refining operational workflows, maintaining templates, enhancing documentation, and aiding CRM automation initiatives as the business expands.

• Outbound Calls & Third-Party Coordination: Confidently make outbound calls and coordinate with Australian-based third parties (inspectors, agents, brokers, property managers) to arrange appointments, confirm details, and advance files to settlement.

⛳️ Requirements

• 2+ years of experience in property administration, real estate support, executive assistance, operations coordination, or virtual assistant roles.

• Strong organizational and multitasking abilities with exceptional attention to detail and deadline management.

• Excellent written and verbal English communication skills, capable of interacting professionally with clients and third parties.

• Experience with CRM or project management systems such as Monday.com, ClickUp, Trello, or similar platforms.

• Ability to work independently in a dynamic remote environment while managing multiple active files at once.

• Confidence and professionalism when making outbound calls to Australian-based clients and third parties.

• Preferred: Experience within the Australian real estate, buyer’s agency, conveyancing, or property investment sectors.

• Preferred: Familiarity with workflow automation systems, CRM migrations, or operational process improvement initiatives.

• Preferred: Experience using cloud-based business phone systems such as Dialpad, RingCentral, or similar.

• Preferred: Working knowledge of Microsoft 365 tools, particularly Outlook, Teams, and SharePoint.

🏝️ Benefits

• Fully Remote Work: Work from home all the time. We supply all the necessary equipment for your success.

• Competitive Compensation: A salary package that reflects your technical skills and level of responsibility.

• Team Events: Join our Sri Lanka-based community for regular in-person team gatherings.

• Professional Growth: Collaborate directly with a prominent Melbourne brand, lead the implementation of cutting-edge AI, and thrive in a fast-paced, international environment.