Client Services Officer/Coordinator – Property Development

Development Agency; Melbourne; On-site; AUD 65,000 - 75,000; Full time

Benefits offered by this job

Career growth pathway from Officer to

Full training provided

Supportive team environment

Bonuses on targets met

Job summary

Development Agency Group seeks a detail‑oriented Client Services Officer/Coordinator in Melbourne to be the central contact for our developments, from pre-construction through to completion and handover. You’ll manage project status in HubSpot, provide timely updates to clients, agents and internal teams, and coordinate PCI reports and defect resolution.

You will communicate progress, schedule inspections, and keep CRM records accurate while liaising with builders and site teams.

Qualifications

• Experience in customer service, client liaison or handover coordination with a residential builder or developer.
• Experience in sales administration, settlements coordination, property management or real estate sales administration, particularly in off-the-plan or project marketing (highly regarded).
• Understanding of residential construction stages, practical completion inspections, defect rectification, occupancy certificates, titles and the settlement process.
• CRM experience is required (Hubspot experience highly regarded).
• Confidence liaising with builders, site supervisors, developers and agents, with a persistent and professional approach to obtaining accurate updates.
• A current driver's licence and access to an own vehicle for occasional site visits.

Responsibilities

• Act as the go-to contact for development-related questions and updates.
• Liaise with builders and developers to obtain accurate construction updates, progress reports, estimated start dates, expected completion dates and milestone timelines.
• Flagging delays with internal team and external stakeholders.
• Request monthly construction updates and progress photos (attend sites when required).
• Prepare and send monthly construction updates and email communications to wholesale agent networks and internal teams.
• Maintain EDM templates and mailing lists for monthly construction updates
• Notify internal and external teams when developments are ready for practical completion inspections and coordinate inspection bookings using key box information.
• Manage practical completion inspections (PCI), including logging inspections, issuing reports to builders, confirming defect rectification.
• Organise key delivery or collection ahead of settlement and coordinate post-settlement key handover.

Skills

Customer service

Client liaison

Handover coordination

Sales administration

Property management

Real estate communications

Proactive communication

Tools

HubSpot

Job description

Client Services Officer/Coordinator – Property Development

Development Agency is one of Melbourne’s leading off-the-plan sales specialists, with more than a decade in the industry. We partner with developers, builders and a strong network of Agents to take residential projects from launch to settlement. Our reputation rests on honest advice, fast communication and long-term relationships. We’re proudly certified as a Great Place to Work and you’ll be joining a close-knit team in Keilor Park where your work makes a visible difference.

About the role

We’re looking for an organised, proactive Client Services Officer/Coordinator to be the central point of contact for all our developments, from pre-construction through to completion and key handover. It’s an important client-facing role: you’ll often be the voice of Development Agency for our clients and agents.

You’ll own development tracking in our system (HubSpot), keeping every project’s status, timelines and milestones accurate and up to date. You’ll keep everyone informed, including clients, agents and our internal teams. You’ll also manage practical completion inspection (PCI) reports and updates, issuing reports to builders and following up until every defect is resolved

Key responsibilities

Act as the go-to contact for development-related questions and updates.

Liaise with builders and developers to obtain accurate construction updates, progress reports, estimated start dates, expected completion dates and milestone timelines.

Flagging delays with internal team and external staeholders.

Request monthly construction updates and progress photos (attend sites when required).

Prepare and send monthly construction updates and email communications to wholesale agent networks and internal teams.

Maintain EDM templates and mailing lists for monthly construction updates

Notify internal and external teams when developments are ready for practical completion inspections and coordinate inspection bookings using key box information.

Manage practical completion inspections (PCI), including logging inspections, issuing reports to builders, confirming defect rectification.

Organise key delivery or collection ahead of settlement and coordinate post-settlement key handover.

What we're looking for

Experience in customer service, client liaison or handover coordination with a residential builder or developer.

Experience in sales administration, settlements coordination, property management or real estate sales administration, particularly in off-the-plan or project marketing (highly regarded).

Understanding of residential construction stages, practical completion inspections, defect rectification, occupancy certificates, titles and the settlement process.

CRM experience is required (Hubspot experience highly regarded).

Confidence liaising with builders, site supervisors, developers and agents, with a persistent and professional approach to obtaining accurate updates.

A current driver's licence and access to an own vehicle for occasional site visits.

Key Skills & Attributes

Thrives at a fast pace: comfortable juggling multiple developments, tasks and deadlines at once

High attention to detail: accurate property stock information and clean, reliable CRM records

Service mindset: understands that our Agents are our clients and the high service expectation

Proactive problem-solver: anticipates needs and acts without waiting to be asked

Persistent follow-up: determined when chasing answers

What we offer

Salary + super, based on experience

Full-time, Monday to Friday, onsite in Keilor Park

Career growth. Built-in pathway from Officer to Coordinator

A varied role with real ownership, where you’ll see projects through from start to finish

Full training provided, including a handover from the current team and hands-on support while you learn our systems and processes

A supportive team environment in a certified Great Place to Work (including perks eg, team events, bonuses on met targets met)