Part-Time Property Client Liaison & Operations Specialist

AgentSync

Western Australia

Hybrid

AUD 10,000 - 12,000

Part time

4 days ago

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Job summary

AgentSync is seeking a Part-Time Property Client Liaison & Operations Specialist to own day-to-day client communications, admin operations, and workflow coordination for a growing Australian property business. This remote role offers 20 hours per week, Monday to Friday, within 8:30 AM–5 PM AWST, with a monthly rate of 1000 AUD.

You will manage client inboxes, CRM records, broker coordination, and AI-powered task automation, while building referrals and maintaining accurate records.

Qualifications

2+ years of administrative experience in Australian property/real estate/m mortgage broking or construction.
Proven experience owning an inbox or workflow end-to-end with minimal supervision.
Strong initiative, sound judgement and task prioritisation.
Excellent written English and professional client communication.
Daily use of AI tools (ChatGPT or Claude) to improve productivity.
Excellent organisational and time-management skills.

Responsibilities

Own and manage the administrative inbox and client chats, with same-day responses.
Coordinate client communications through building contracts and construction stages.
Retrieve updates from builder portals and share relevant updates with clients.

Skills

Administrative experience

Inbox ownership

Initiative

Written English

AI tools usage

Time management

Tools

Google Workspace

WhatsApp Business

ChatGPT/Claude

Notion

Slack

DocuSign

Job description

Job Title: Part-Time Property Client Liaison & Operations Specialist
Location: Remote
Schedule: 20hrs/week, Monday to Friday, anytime between 8:30 AM to 5 PM AWST (Perth time)
Rate: $1000 AUD/mo.

Overview

We are seeking a proactive, highly organised Property Client Liaison & Operations Specialist to take ownership of day-to-day client communications, administrative operations, and workflow coordination for a growing Australian property business.

This role is ideal for someone who takes initiative, anticipates priorities, and manages responsibilities end to end without waiting for instructions. You will oversee client communications throughout the property journey, coordinate with finance brokers and builders, maintain accurate records, and use AI to streamline repetitive tasks and improve operational efficiency.

Key Responsibilities

Client Communication & Experience

Own and manage the administrative inbox and client WhatsApp group chats, ensuring timely, warm, and professional responses within the same business day.
Coordinate client communications throughout the building contract, pre-construction, construction, and handover stages.
Retrieve construction updates from builder portals and proactively communicate relevant updates to clients.

Administration & Operations

Maintain accurate CRM records, client pipelines, project milestones, and follow-up actions.
Support building brokers by following up on applications and outstanding documents, preparing DocuSign contracts, and sending prestart documentation to builders.
Coordinate client gifts, gift card payments, milestone cards, anniversary messages, and Google review requests.
Manage the task tracker, triage the founder's inbox, and keep projects, priorities, and outstanding actions visible.
Provide general administrative support to the founder, including managing and actioning inbox items, emails, and tasks unrelated to specific client jobs.

Relationship Management & Referrals

Drive the client referral program by identifying appropriate opportunities to request referrals at key milestones and touchpoints.
Build and maintain a finance broker outreach list, nurture broker relationships, and coordinate coffee meetings for the founder and team.

AI, Automation & Process Improvement

Identify repetitive tasks and implement AI-assisted automations and workflow improvements.
Document processes and workflows into clear, practical Standard Operating Procedures (SOPs).
Proactively identify operational gaps, recommend solutions, and continuously improve efficiency as the business grows.

Requirements

At least 2 years of administrative experience supporting Australian property, real estate, mortgage broking, or construction businesses.
Proven experience owning an inbox, operational function, or workflow end to end, with minimal supervision.
Strong initiative, sound judgement, and the ability to identify and prioritise tasks without relying on constant direction.
Excellent written English and a warm, professional approach to client communication.
Confident daily use of AI tools, particularly ChatGPT or Claude, to improve productivity and automate repetitive work.
Excellent organisational and time-management skills, with the ability to manage multiple clients, milestones, and follow-ups across long timelines.
Strong attention to detail, accountability, and the ability to keep records and processes up to date.

Must-Have Skills & Tools

Google Workspace: Gmail, Google Drive, and shared inboxes.
WhatsApp Business: Confident managing high-volume client group conversations.
AI tools: Daily use of ChatGPT or Claude, including practical workflow improvements and automation.
Notion: Managing information, tasks, and internal documentation.
Slack: Internal team communication.

Nice-to-Have Skills & Experience

Familiarity with the Australian residential building process, including building contracts, prestart, construction stages, and handover.
Experience building automations, improving workflows, or using AI-assisted coding.
Experience supporting a founder, business owner, or executive.
Content administration, including content repurposing and website updates.
Experience with client referrals, relationship management, or outreach coordination.

Tools & Systems

Existing proficiency required