Settlement & Operations Coordinator – Settlement & Client Success Support

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

📋 Description

• Assume full responsibility for active settlement files from the moment a contract is signed until the settlement is completed.

• Monitor finance due dates, conduct building and pest inspections, track settlement milestones, and ensure all deadlines are met with precision.

• Oversee ongoing post-settlement client interactions, conduct periodic property valuation reviews for current clients, and assist the team in identifying opportunities for re-engagement to enhance client retention and repeat business.

• Manage client communications throughout the settlement journey while ensuring a professional and proactive client experience.

• Keep workflows updated on Monday.com and Agent Hub.

• Create and send client invoices at key milestones, monitor outstanding payments, follow up as necessary, and maintain precise records of payment statuses across active files.

• Deliver structured daily updates, end-of-day reports, and milestone tracking via Microsoft Teams and internal systems.

• Help refine operational workflows, uphold templates, enhance documentation, and support CRM automation projects as the business expands.

• Make outbound calls and coordinate with Australian-based third parties (inspectors, agents, brokers, property managers) to arrange appointments, confirm details, and facilitate the progression of files to settlement.

⛳️ Requirements

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

• Exceptional organizational and multitasking abilities with a keen eye for detail and effective deadline management.

• Strong written and verbal communication skills in English, with the capability to engage professionally with clients and third parties.

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

• Ability to work autonomously in a fast-paced remote environment while managing multiple active files concurrently.

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

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

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

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

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

🏝️ Benefits

• Fully Remote Work: Enjoy working from home at all times. We provide all necessary equipment to ensure your success.

• Competitive Compensation: Receive a salary package that aligns with your technical skills and level of responsibility.

• Team Events: Become part of our Sri Lanka-based community with regular in-person team gatherings.

• Professional Growth: Collaborate directly with a prominent Melbourne brand, lead the implementation of innovative AI solutions, and develop your career in a dynamic international environment.