Property Team Coordinator at Virtual Staff 365

Our client is a large Australian retail business that manages an extensive property portfolio across the country. The company values collaboration, accountability, and operational excellence while continuously improving its property initiatives.They are now seeking to hire a Property Team Coordinator to act as the operational and administrative backbone of the department. This offshore role focuses on maintaining data integrity, tracking key actions, supporting cross-functional communication, and providing day-to-day executive support to the senior property leadership team.Job ResponsibilitiesReporting and Tracker ManagementMaintain and update lease trackers, deal trackers, and key date trackersSupport weekly and monthly reporting updatesPrepare reports, dashboards, and executive reporting packsMaintain reporting templates and ensure consistency across documentationMonitor reporting deadlines and ensure timely completionProperty Data ManagementMaintain accurate property and lease information across internal systemsUpdate ownership changes, lease renewals, amendments, and closuresReconcile property data across multiple systems to ensure data integrityIdentify inconsistencies and proactively resolve or escalate issuesEnsure all property records remain accurate and up to dateWorkflow and Stakeholder CoordinationCoordinate information flow between Property, Legal, Finance, and Store Development teamsTrack actions arising from meetings and reportsFollow up with internal stakeholders to ensure outstanding actions are completedMaintain structured workflows and ensure key milestones are achievedSupport smooth day-to-day operations across the property functionExecutive SupportProvide diary management and meeting coordination for senior property leadershipAssist with inbox management and schedulingPrepare presentations, meeting packs, and supporting documentationCoordinate meetings and maintain executive documentationProvide general administrative support to senior leadershipProcess ImprovementMaintain and improve reporting templates and operational trackersAssist with continuous improvement initiativesSupport the implementation of new processes and operational frameworksIdentify opportunities to improve reporting accuracy and workflow efficiencyRequirements2+ years of experience in property administration or property coordination within the property, leasing, or real estate industryAdvanced Microsoft Excel skills including Pivot Tables, VLOOKUP/XLOOKUP, formulas, and data reconciliationStrong analytical and reporting capability with experience preparing executive packsConfident stakeholder management skills with the ability to proactively follow up on outstanding actionsExperience supporting senior executives with diary and email managementAvailable during Australian business hoursNice-to-Have SkillsExperience supporting Australian clients or working with Australian commercial property or lease administrationExperience supporting US clients or working with US commercial property or lease administrationExperience supporting a retail property portfolio, including lease and key-date tracking across a multi-site store networkExperience using specialised property management systems such as Lease EagleExperience using AI tools such as ChatGPT or Microsoft Copilot for administrative assistance and document preparationBenefitsPermanent work-from-home set-upDayshift (Australian Eastern Standard Time business hours)HMO (STAFF only)Annual leaveChristmas Bonus equivalent to 1 month's wage (pro-rate)

Property Team Coordinator

Emma

Responsibilities

Skills wanted:

Language(s) required:

About Virtual Staff 365:

mission:

www.virtualstaff365.com.au

Admin access needed