Administrative Intern: Office Operations & Reports

Xynergy Realty, Xynergy Realty Group; Melbourne; Hybrid; AUD 55,000 - 75,000; Full time

Job summary

Xynergy Realty seeks an Administrative Secretary to support the Property Management and/or Sales Department in Melbourne. You will handle a range of clerical tasks, prepare correspondence, compile data, and generate reports, while applying delegated decisions from your supervisor.

The role emphasizes relieving the supervisor of admin details, maintaining schedules, and ensuring documents comply with regulations. A positive, organized team player is essential.

Qualifications

• Bachelor degree (S1) from a reputable university in a related field.
• Proficient in English in all aspects (mandatory).
• Mandarin fluency is highly advantageous.
• Fully vaccinated (including booster).
• Minimum 1 year of extensive office experience.
• Excellent Microsoft Office and Google Suite skills.
• Strong attention to detail and well-organised multitasking ability.

Responsibilities

• Produces letters, reports, memorandums and business documents of a confidential nature.
• Oversees day-to-day office activities and ensures productive operations.
• Supports operations in problem-solving, project planning and execution of goals.
• Acts as secondary administrative contact with other offices and institutions.
• Provides team support, manages calendars, screens correspondence, and handles day-to-day issues.
• Communicates effectively with team members, clients and visitors.
• Assists in interpreting company policies and ensures compliance across office operations.
• Contributes to achieving company objectives as a cooperative team member.

Skills

English proficiency

Mandarin (bonus)

Microsoft Office

Google Workspace

Attention to detail

Time management

Team player

Education

Bachelor degree in related field

Job description

The role is an administrative secretary, involving responsibility to the Property Management Department and/or Sales Department. You will perform a variety of secretarial/clerical and administrative duties, including making frequent decisions in accordance with delegated responsibilities from the assigned supervisor. Primary emphasis is placed upon relieving the supervisor of administrative details by preparing correspondence, compiling and summarising data concisely, preparing reports, and filling out documentation under the regulations.

DUTIES & RESPONSIBILITIES

• Performs experience level of administrative tasks of a confidential nature, including but not limited to producing letters, reports, memorandums, and business documents;
• Oversees and administers the day-to-day activities of the office, policies, procedures, and systems which ensure productive and efficient office operation;
• Provides assistance and support to the operations in problem-solving, project planning and management, and development and execution of stated goals and objectives;
• Serves as the secondary point of administrative contact and liaison with other offices, individuals, and institutions on operational matters concerning the office;
• Provides team member support to the office, including handling walk-up and phone interactions, maintaining calendars, screening, analysing, and responding to incoming correspondence, handling day-to-day problems and situations, and provision of secretarial support;
• Communicates positively and effectively with team members, clients, co-workers, and/or visitors;
• Provides assistance in the understanding and interpretation of company policies and procedures, as appropriate, and ensures that office operations comply with policy provisions and standards;
• Contribute to the achievement of company objectives and participate positively as a team member.

SKILLS & REQUIREMENTS

Responsible for large and diverse property portfolios in Melbourne

• Minimum Bachelor Degree (S1) from a reputable university majoring in a related field;
• Proficient in the English language in all aspects (mandatory);
• Fluency in Mandarin would be a huge advantage;
• Fully vaccinated (including booster vaccination);
• Extensive experience (Minimum of 1 year);
• Excellent Microsoft Office Suite and Google Suite skills;
• Attention to detail; Efficient and well-organised;
• Able to effectively manage and prioritise multiple tasks;
• Able to work both as part of a team and also with minimal supervision; and
• A positive and can-do attitude
• Please send your cover letter and resume in English