Administration Manager

Brightway Real Estate Pty Ltd; Moss Vale; On-site; AUD 65,000 - 95,000; Full time

Job summary

Brightway Real Estate Pty Ltd in regional NSW seeks an Administration Manager to oversee record-keeping, compliance and admin processes across the agency, with hands-on responsibility for CRM and trust account compliance, accounts receivable and executive support.

You will work with the Property and Accounts teams to keep operations compliant and efficient, design automations in PropertyMe to reduce manual tasks, and help onboard new staff while maintaining meticulous records.

Qualifications

• Proven experience in administration, office management or compliance/record-keeping.
• Strong working knowledge of Microsoft Office.
• Experience with accounts receivable, invoicing or basic bookkeeping.
• Attention to detail and ability to maintain accurate records.
• Ability to work across multiple sites and stakeholders.

Responsibilities

• Maintain accurate, compliant record-keeping across the CRM and agency systems.
• Reconcile property and trust account folios and resolve discrepancies.
• Design and maintain automations in PropertyMe to reduce manual tasks.
• Archive closed files and historical records in line with retention requirements.
• Collaborate with the Property Manager to ensure compliance across the portfolio.
• Oversee accounts receivable and oversee invoicing for the group.
• Support executive management with administrative duties and onboarding.
• Coordinate onboarding of new staff and access to systems.

Skills

Administration

Office management

Compliance/record-keeping

Accounts receivable

CRM experience

PropertyMe familiarity

Microsoft Suite

Stakeholder management

Tools

PropertyMe

Monday.com

RMS

Job description

The Administration Manager is responsible for ensuring that record-keeping, compliance and administrative processes across Brightway Real Estate are maintained to an exceptional standard. This is a hands-on role covering CRM and trust account compliance, accounts receivable, and administrative support to executive management, while working closely with the Property Team and Accounts Team to keep the agency running smoothly and compliantly.

Key responsibilities

• Ensure all record-keeping within the property management CRM (PropertyMe or similar) and across the wider agency is accurate, complete and compliant with legislative and Company requirements
• Regularly check, reconcile and adjust property and trust account folios, identifying and resolving discrepancies promptly
• Design, build and maintain automations within PropertyMe (or the relevant CRM) to reduce manual handling, improve consistency and support scalability as the business grows
• Establish and maintain a systemised approach to archiving closed files and historical records, in line with retention and compliance requirements
• Work closely with the Property Manager to confirm that property management processes and compliance obligations are being followed consistently across the portfolio
• Manage accounts receivable processes for the agency, monitoring outstanding balances and following up on overdue payments
• Work with revenue centres/business units across the Group to ensure invoicing is accurate, issued on time and fully trackable
• Support reconciliation between the CRM/trust accounting records and the Accounts Team, flagging and resolving variances
• Provide administrative support to executive-level management, including establishing new accounts, coordinating correspondence and communications, and general executive administration
• Coordinate the onboarding of new staff, including establishing accounts and access, preparing induction materials and supporting a smooth start for new team members

About you

• Proven experience in an administration, office management, or compliance/record-keeping role
• Strong working knowledge of the Microsoft Suite (Outlook, Word, Excel, Teams/SharePoint)
• Demonstrated experience with accounts receivable, invoicing or basic bookkeeping processes
• Exceptional attention to detail and a track record of maintaining accurate, compliant records
• Comfortable and effective working in a decentralised employment environment, across multiple sites and with limited direct supervision
• Ability to work across multiple stakeholder groups (Executive, Property and Accounts teams) and manage competing priorities to deadline
• Understanding of PropertyMe or a similar real estate CRM/trust accounting platform (desirable)
• Experience within the real estate and/or property development industry (desirable)
• Familiarity with RMS (Reservation Management System) or a similar reservation/booking platform (desirable)
• Experience with Monday.com or a similar project/task management platform (desirable)

About us

Brightway Real Estate is a growing regional real estate agency based in the Southern Highlands and surrounding areas of NSW. It operates as part of the wider Brightway Group, which includes Brightway Real Estate, Workstays, Brightway Development Group and Brightway Co-Living (CHP). The Group's structure means staff work across a decentralised employment environment, collaborating with colleagues and stakeholders across multiple locations and business units.