Front Office Manager

McGrath Estate Agents; Toowoomba Regional; On-site; AUD 65,000 - 85,000; Full time

Job summary

McGrath Toowoomba is seeking a polished, proactive Front Office Manager to drive operational excellence at the forefront of our real estate team. You will be the first and lasting impression, ensuring professional, high-quality client interactions and seamless administration across sales and property management.

This role combines front-desk leadership with strict compliance, contract processing, and cross-functional support to drive efficiency and service excellence.

Qualifications

• Highly organised and proactive professional.
• Attention to detail in a fast-paced real estate environment.
• Strong verbal and written communication.

Responsibilities

• Prepare, manage, and process residential sales contracts per legal requirements and agency standards.
• Ensure all sales documentation is accurate, complete, and promptly distributed to agents, solicitors, and clients.
• Oversee the sales contract process from preparation to settlement tracking and compliance.
• Manage high volumes of inbound calls and front-office enquiries professionally.
• Distribute messages, contract updates, and urgent notices to team members promptly.
• Manage incoming and outgoing mail.
• Collaborate with Marketing on administrative support for listings, campaigns and settlements.
• Manage office supplies, stationery, and general administration.
• Ensure meticulous reporting, filing, and compliance with internal auditing and external regulatory requirements.
• Open and close the office daily, maintaining immaculate presentation.

Skills

Front office management

Real estate knowledge

Communication skills

Microsoft Office 365

CRM/database management

Education

Real Estate Certificate of Registration (beneficial)

Tools

CRM systems

Microsoft Office 365

Job description

Are you ready to be the cornerstone of a dynamic, high-performing real estate team?
McGrath Toowoomba is seeking a polished, proactive, and solutions-driven Front Office Manager to drive operational excellence at the forefront of our business.

This is not a traditional front desk role. You will be the first and lasting impression of McGrath – a brand synonymous with excellence, innovation, and trusted client service. Your role will be critical in ensuring the engine room of our sales and property management teams runs with precision, energy, and professionalism.

Key Responsibilities

• Prepare, manage, and process all residential sales contracts in line with legal requirements and agency standards.
• Ensure all sales documentation is accurate, complete, and distributed promptly to agents, solicitors, and clients.
• Oversee the entire sales contract process from preparation through to settlement tracking and compliance.
• Manage high volumes of inbound calls and front-office enquiries with professionalism and efficiency.
• Distribute messages, contract updates, and urgent notices to team members without delay.
• Manage incoming and outgoing mail.
• Collaborate with the Marketing team on administration support for listings, campaigns and settlements.
• Manage office supplies, stationery, and general office administration.
• Ensure meticulous reporting, filing, and compliance with internal auditing and external regulatory requirements.
• Open and close the office daily, general cleaning of office, maintaining immaculate presentation and professionalism.

About You: Skills and Experience

You are a highly organised and proactive professional who understands the importance of precision, speed, and presentation in a fast-paced real estate environment.

Requirements

Exceptional attention to detail, ensuring every document and client interaction meets the highest professional standard.

Outstanding verbal and written communication skills, enabling you to liaise clearly and confidently with clients, solicitors, and internal teams.

Proactive problem-solving skills, with a natural ability to anticipate issues and resolve them independently before they erupt.

Exceptional organisational and time management abilities, capable of managing multiple priorities and tight deadlines with composure.

Professional personal presentation, matched by an enthusiastic, positive, and energetic attitude.

High-level administrative skills, including proficiency in Microsoft Office 365 and CRM/database management systems.

Integrity, reliability, and confidentiality, essential when handling sensitive contracts and client information.

A passion for delivering exceptional service and supporting a team that thrives on success.

Previous experience in real estate, legal, property, or transactional industries will be highly regarded.

Holding a Real Estate Certificate of Registration is beneficial, but not essential

Why McGrath Toowoomba?

Join a Leading Brand: Thrive with one of the nation’s premier real estate brands, known for excellence and innovation.

Collaborative Environment: Work in a dynamic, high-performing team that values collaboration and shared success.

Growth Opportunities: Access ongoing training and development to enhance your career with one of the most respected names in real estate.