Experienced Real Estate Receptionist – Part-Time or Full Time

Family Realtors; Melbourne; On-site; AUD 42,000 - 65,000; Part time

Job summary

Family Realtors is seeking an Experienced Real Estate Receptionist to support a busy sales team in Melbourne. The role involves high-level administration, CRM management across platforms, and coordinating listings and marketing materials.

The ideal candidate understands how a real estate sales office operates, manages multiple agents, and maintains precise records. The position offers part-time or full-time hours with a focus on accuracy and proactive ownership of the administrative function.

Qualifications

• Experience with real estate CRM systems and multiple platforms.
• Ability to manage listings from authority to settlement.
• Strong attention to detail in records and compliance.

Responsibilities

• Manage real estate CRM and multiple platforms for the sales team.
• Handle listings from initial authority through to settlement and update portals.
• Prepare invoices, track payments and follow up outstanding amounts.
• Maintain accurate marketing expense records and property costs.
• Coordinate photography, floorplans, and signage for marketing campaigns.
• Monitor campaigns and ensure tasks are completed on time.

Skills

Real estate CRM

Reapit

AgentBox

Property listings management

Invoicing

CRM data maintenance

Tools

Microsoft 365

Outlook

Excel

SharePoint

Job description

Experienced Real Estate Receptionist – Part-Time or Full Time

We are looking for a highly experienced Real Estate Sales Administrator / Office Coordinator who can take ownership of the day-to-day administration of a busy sales team.

This is not an entry-level reception role. We are looking for someone who already understands how a real estate sales office operates and can step into the role with minimal training.

The ideal candidate will be confident managing the administration behind the entire sales process and supporting multiple sales agents at the same time.

Key responsibilities and experience should include:

Strong knowledge of real estate CRM systems and the ability to learn and manage multiple platforms

Experience with Reapit / AgentBox or similar real estate CRM systems

Managing property listings from initial authority through to settlement

Preparing and maintaining property files and sales documentation

Uploading and updating listings across property portals

Managing vendor and buyer information within the CRM

Preparing invoices, tracking payments and following up outstanding amounts

Keeping accurate records of marketing expenses, property costs and campaign payments

Coordinating photography, floorplans, signboards and other property marketing

Monitoring sales campaigns and ensuring all required tasks are completed on time

Keeping track of contracts, deposits, settlements and key transaction dates

Assisting with sales trust and payment administration where required

Preparing reports and keeping management updated on outstanding matters

Supporting the sales team with day-to-day administration and follow-up

Managing incoming calls, emails and general office enquiries professionally

Maintaining accurate databases, documents and compliance records

Confident using Microsoft 365, Outlook, Excel, SharePoint and other business software

Strong attention to detail and the ability to identify missing information before it becomes a problem

We need someone who is extremely organised, proactive and capable of taking responsibility for the administration of the sales department rather than waiting to be told what to do.

The successful candidate should be comfortable keeping track of multiple properties, agents, invoices, payments, contracts and deadlines at the same time.

Previous experience working in a busy Victorian real estate sales office is essential.

The right person will become a key support person for the entire sales team and help ensure the office runs efficiently, accurately and professionally.