Property Administration Assistant

VMCH Careers; Melbourne; On-site; AUD 60,000 - 75,000; Full time

Benefits offered by this job

Competitive salary packaging

Flexible, family-friendly culture

Wellbeing initiatives

Paid parental leave

Employee assistance program (EAP)

Fitness Passport access

Discounts on private health insurance

Job summary

Villa Maria Catholic Homes Limited in Melbourne is seeking a Property Administration Assistant to support the Property and Development team, with a focus on Affordable Housing and Disability Services. You will assist with invoice coding, maintenance requests and maintaining property system records.

You’ll work with maintenance officers, subcontractors and internal teams to log requests, monitor progress and keep information accurate in the Property Asset Management System.

Qualifications

• Strong administrative, organisational and time-management skills.
• Proficiency with Microsoft Office and CRM platforms.
• Clear written and verbal communication, respectful with diverse backgrounds.
• Attention to detail and ability to meet deadlines.
• Practical problem-solving and prioritisation of tasks.
• Collaborative, service-focused approach with stakeholders.
• Current police check or willingness to obtain one.

Responsibilities

• Provide day-to-day administrative support to the Property team.
• Code and allocate subcontractor invoices against work orders using the Property Asset Management System.
• Log, assign and monitor property-related work requests, checking for duplicate requests.
• Prepare maintenance and outage communications for Affordable Housing residents.
• Provide updates to stakeholders and follow up on outstanding reactive work orders.
• Assist with property-related enquiries and initial troubleshooting.
• Coordinate meetings, prepare notes and manage property reports and records.
• Provide backup support for property helpline calls during business hours.
• Support handovers for after-hours property requests.

Skills

Administrative skills

Organisational skills

Time-management

Verbal and written communication

Collaborative teamwork

Tools

Microsoft Office

CRM platforms

Job description

Property Administration Assistant

• Monday to Thursday role supporting VMCH’s collaborative Property and Development team
• Gain practical experience across invoice coding, maintenance requests and property systems
• Support property services across Residential Aged Care, Affordable Housing and Disability Services

The position

As a Property Administration Assistant, you’ll provide essential administrative support to VMCH’s Property team, with a particular focus on Affordable Housing and Disability Services. You’ll assist with invoice coding, maintenance requests, resident communications and the coordination of property-related information.

Working with internal teams, maintenance officers and subcontractors, you’ll log and monitor work requests, provide stakeholders with timely updates and help maintain accurate information across our Property Asset Management System. This role is ideal for an organised and service-oriented administrator who enjoys variety, problem-solving and working collaboratively in a busy environment.

VMCH. Flourishing communities, vibrant careers.

At VMCH, the future is bright and rewarding. Bring your administration and customer service skills to a varied role where you’ll support the smooth operation of properties across aged care, affordable housing, disability services and other areas of the organisation

The responsibilities

• Provide day-to-day administrative support to the Property team
• Code and allocate subcontractor invoices against work orders using the Property Asset Management System
• Log, assign and monitor property-related work requests, checking for duplicate requests
• Prepare maintenance and outage communications for Affordable Housing residents
• Provide updates to stakeholders and follow up on outstanding reactive work orders
• Assist with property-related enquiries and undertake initial troubleshooting where appropriate
• Coordinate meetings, prepare notes and manage property reports and records
• Provide backup support for calls to the property helpline during business hours
• Support handovers and follow-up processes for property requests received outside business hours
• Build effective relationships with internal stakeholders, maintenance teams and external subcontractors.

What’s required

• Strong administrative, organisational and time-management skills
• Confidence using Microsoft Office, CRM platforms and other administrative systems
• Clear written and verbal communication skills, with the ability to communicate respectfully with people from diverse backgrounds
• Strong attention to detail and the ability to complete tasks within agreed timeframes
• Practical problem-solving skills and the ability to manage competing priorities
• A collaborative and service-focused approach to working with internal and external stakeholders
• A current police check or willingness to obtain one.

What’s possible

• Rewarding work, within a supportive environment
• Professional development and career progression opportunities
• Competitive salary + salary packaging (with potential for increased take-home pay)
• Flexible, family friendly work culture
• Wellbeing initiatives and paid parental leave
• Employee assistance program (EAP) for you and close family members
• Enjoy access to Fitness Passport, helping you and your family stay active with heavily discounted access to hundreds of fitness and recreation venues
• Discounts on private health insurance, school holiday programs, car hire and much more!
• Open a high-interest savings account via our banking partner
• Join a place where diversity and inclusion lives, breathes and thrives.

More about us

At VMCH, we believe people should be seen and valued for who they are, not defined by the services they receive.
For more than a century, we have been part of Victorian communities, supporting people to live with purpose and connection. Led by our Catholic tradition, we recognise the inherent dignity and humanity of every person, their individuality, relationships, experiences and the contribution they make throughout their lives.
Across aged care, care at home, disability services, retirement living, specialist education and affordable housing, our role is to help people make their own choices, remain in control of their lives and stay connected to the people, places and communities that matter most to them.
Guided by our values of Love, Joy, Courage and Hospitality, more than 4,000 staff and volunteers support over 15,000 people across Victoria. Together, we create places of belonging where people are respected, included and empowered to live life on their own terms.

Please note successful applicants to this position will be required to provide evidence of relevant work permits or Australian residency, and the necessary screening checks. Kindly note we do not accept unsolicited resumes, emails and phone calls from Recruitment Agencies.