Administration Manager

Gough Recruitment; Newcastle; On-site; AUD 81,000 - 99,000; Full time

Job summary

Gough Recruitment is seeking an organised and proactive property administrator for a varied role across the full property management lifecycle in Newcastle. You will own tasks, manage tenant and supplier communications, and support the wider property team with accurate records and documentation.

The role focuses on maintaining leases, arrears monitoring, invoicing, compliance, and document management. Experience in retail or commercial property and proficiency with MS Office are valued; MRI

Qualifications

• Experience in retail or commercial property administration.
• Knowledge of invoices, arrears, outgoings, reconciliations.
• Strong organisational skills and deadline management.
• Excellent written and verbal communication with tenants, suppliers and stakeholders.
• High attention to detail and compliance.
• Proficiency in Outlook, Word and Excel.
• MRI or similar system experience preferred; training can be provided.
• Proactive, accountable and solutions-focused mindset.
• Current driver licence and willingness to travel between properties.

Responsibilities

• Serve as admin contact for tenants and coordinate inquiries with internal teams.
• Prepare tenant correspondence, notices, reports, meeting papers, presentations and internal documentation.
• Maintain accurate tenant, lease, supplier and property information across systems and registers.
• Process and code supplier invoices; assist with approvals and reconciliations.
• Monitor tenant arrears, follow up payments and support reminders/breach notices.
• Raise approved tenant charges and assist with outgoings reconciliations and financial reporting.
• Maintain compliance registers, contractor records, certificates, WHS documentation.
• Monitor document expiry dates and coordinate insurance certificates and contractor information.
• Coordinate meetings, agendas, minutes and portfolio calendars.
• Support casual leasing, marketing initiatives, property activations and portfolio projects.
• Identify opportunities to improve templates, workflows, reporting and document-management processes.

Skills

Organisational skills

Written & verbal communication

MS Outlook/Word/Excel

Property administration experience

Attention to detail

Driver licence

Education

Business/Property/Admin qualification

Tools

MRI property management system

Job description

Benefits

• Varied role offering exposure across the full property management lifecycle
• Strong opportunity to build your career within retail and commercial property
• Salary up to $90k package

About the role

This role is ideal for an organised and proactive property professional who enjoys taking ownership, managing competing priorities and building strong relationships with tenants, suppliers and internal stakeholders.

You will play an important role in keeping property information, financial processes and compliance records accurate and up to date, while providing practical support to the wider property team.

Key Responsibilities

• Act as a key administrative contact for tenants and coordinate enquiries with the appropriate internal teams.
• Prepare tenant correspondence, notices, reports, meeting papers, presentations and internal documentation.
• Maintain accurate tenant, lease, supplier and property information across relevant systems and registers.
• Process and code supplier invoices, coordinate approvals and assist with reconciliations and payment queries.
• Monitor tenant arrears, follow up outstanding payments and support the preparation of reminder or breach notices.
• Raise approved tenant charges and assist with outgoings reconciliations, budgets and financial reporting.
• Maintain compliance registers, contractor records, certificates, incident logs and WHS documentation.
• Monitor document expiry dates and coordinate current insurance certificates, licences and contractor information.
• Coordinate meetings, agendas, minutes, actions and key portfolio calendars.
• Support casual leasing, marketing initiatives, property activations and broader portfolio projects.
• Identify opportunities to improve templates, workflows, reporting and document-management processes.

About You

• Previous administration experience within retail property, shopping centres, mixed-use developments, commercial property management or a comparable environment.
• Practical knowledge of invoices, arrears, recoveries, tenant charges, outgoings and reconciliations.
• Strong organisational skills and the ability to manage multiple priorities and deadlines.
• Excellent written and verbal communication skills, with confidence engaging with tenants, suppliers, contractors and senior stakeholders.
• High attention to detail and a disciplined approach to compliance, documentation and follow-up.
• Proficiency across Microsoft Outlook, Word and Excel.
• Previous experience using MRI or a similar property management system would be advantageous, although training can be provided.
• A proactive, accountable and solutions-focused working style.
• A current driver licence and willingness to travel between properties when required.

A relevant qualification in business, property, administration or accounting would be advantageous but is not essential where equivalent industry experience can be demonstrated.