Admin Assistant

Administrative duties to be covered remotely: 
Requesting a candidate who is experienced in Property me and having worked in administration in Real 
Estate in Victoria, Australia. Preferably in sales administration/reception. 
Monday – Thursday from 9.00am – 5.30pm / Friday from 9.00am – 5.00pm
Programs to use/be trained in: 
Property me – Sales & Property management (online self-paced training available)
Zenu – Uploader for changes to websites including realestate.com, Pagan Real Estate website & 
domain.com
First AML – AML compliance software 
▪ Emailing of property contracts – Arranging contracts for properties once listed for sale through 
their representative & sending contracts to representatives once sold. 
▪ Responding to confirmation of deposit held emails from representatives. 
▪ Sales files to be entered onto Property Me and RP office: 
- Creating sales file cover sheet once authority signed
- Putting property files on system for sale initially to receipt deposits/enter in bills paid before sold. 
- Updating files once unconditional with sales figure entries in anticipation of settlement. 
- AML assistance – at the time of figure entry (when unconditional) the AML compliance check is 
due to be sent to the buyers for completion. 
- Emailing sales agent’s 1 week before settlement requesting account sale approval and following 
up bank account details and requesting keys to be prepared.
▪ Answering of phone calls and transferring and distributing messages as required
▪ Social media accounts (uploading new content)
▪ Use of Canva program to create marketing material for use on social media channels and sales 
appraisals 
▪ Coordination of sales marketing including ordering of sales/lease boards, brochures.
▪ Uploading sales internet advertisements on Zenu and open times uploaded weekly on Monday’s) & 
newspaper advertisements as required (not as frequent)
▪ Assisting property management team with open times 
▪ Assisting property management team with rental reference requests
▪ Assisting with monthly commercial invoicing
▪ Aiding sales team, property management team, administrative staff and management as requested
▪ Daily sales banking reconciliation – Banking sheet to be downloaded and emailed to be processed 
each day. Receipts to be emailed. 
▪ My Connect connections once sale unconditional
▪ Sales agent Letters – sales marketing letter creation with these letters scanned back to Pagan for 
printing 
▪ Sending tenant notices of open for inspections 
▪ Return to sender excel document update, team to email PDF list to update database
▪ Log it out management of key system
▪ Download/update vendor data 
 
 

Join the A-Team and experience the A-Life!