Portfolio Administrator

Nexus Executive Services; City of Brisbane; Hybrid; AUD 60,000 - 80,000; Full time

Job summary

Nexus Executive Services in Toowoomba seeks an organized Administrative Assistant to support a small portfolio of properties and construction projects. You will report to the Portfolio Manager and handle quotes, invoices, records, and reports.

The role requires discretion, strong communication, and attention to detail, with proficiency in Microsoft Office (SharePoint preferred). Flexibility to work remotely occasionally by agreement is available.

Qualifications

• Experience in a similar administrative role, ideally in property or construction sectors.
• Proficiency with the Microsoft Office suite, including SharePoint.
• Typing from dictation and strong grammar are essential.

Responsibilities

• Coordinating quotes, invoices and contractor documentation;
• Maintaining property records and the records management system;
• Supporting general accounts administration and financial reporting;
• Assisting with project administration and stakeholder coordination;
• Maintaining asset registers and key portfolio information;
• Preparing and organising reports, correspondence and meeting documentation;
• Liaising with contractors, consultants, tenants and service providers; &
• Other duties of an administrative and personal assistance nature.

Skills

Discretion

Communication

Interpersonal skills

Organisational skills

Attention to detail

Typing from dictation

Education

Relevant formal qualifications

Tools

Microsoft Office

SharePoint

Job description

Providing professional support to a small team managing a private portfolio of properties and construction projects is what this role is about. This will call as much on your discretion, communication and interpersonal skills as it will on your computer proficiency, organisational skills and attention to detail.

In this newly created role, you will report to the Portfolio Manager and take responsibility for:

• Coordinating quotes, invoices and contractor documentation;
• Maintaining property records and the records management system;
• Supporting general accounts administration and financial reporting;
• Assisting with project administration and stakeholder coordination;
• Maintaining asset registers and key portfolio information;
• Preparing and organising reports, correspondence and meeting documentation;
• Liaising with contractors, consultants, tenants and service providers; &
• Other duties of an administrative and personal assistance nature.

Providing professional support to a small team managing a private portfolio of properties and construction projects is what this role is about. This will call as much on your discretion, communication and interpersonal skills as it will on your computer proficiency, organisational skills and attention to detail.

In this newly created role, you will report to the Portfolio Manager and take responsibility for:

• Coordinating quotes, invoices and contractor documentation;
• Maintaining property records and the records management system;
• Supporting general accounts administration and financial reporting;
• Assisting with project administration and stakeholder coordination;
• Maintaining asset registers and key portfolio information;
• Preparing and organising reports, correspondence and meeting documentation;
• Liaising with contractors, consultants, tenants and service providers; &
• Other duties of an administrative and personal assistance nature.

It is envisaged that your administrative ability, flexibility and follow-through, complemented by your maturity, discretion and composure, and your ability to act as the Portfolio Manager’s delegate as required, will underpin your success in this challenging and rewarding role.

Experience in a similar role (ideally within the property industry), proficiency with the Microsoft Office suite of applications (ideally including SharePoint), the ability to type from dictation provided in person and strong grammar are essential. Relevant formal qualifications will be highly regarded.

Our client is an equal opportunity employer and detailed reference and probity checks will be conducted for the preferred candidate.

This role is primarily office based in Toowoomba, with the flexibility to work remotely from time to time by agreement.

Situated on the edge of the picturesque Great Dividing Range, Toowoomba is less than 1.5 hours west of Brisbane and only two hours from both the Gold and Sunshine Coasts, and with regular flights direct to Sydney. The 'Garden City' is one of South East Queensland’s best kept secrets. This thriving regional community, Australia’s largest inland provincial city with 180,000 residents, offers affordable housing, world-class health, education, recreation and cultural facilities.

Please forward your application, quoting Ref. No. PA10926, by Monday, 7 September 2026 to ************@nexusexecutive.com.au