Property and Assets Administration Assistant

Ability Options; Sydney; Hybrid; AUD 57,000 - 69,000; Full time

Benefits offered by this job

Fitness passport

Employee discounts

Flexible work arrangements

Monthly RDOs

Job summary

Ability Options is seeking an organised Property and Assets Administration Assistant to support the day-to-day management of our property portfolio and vehicle fleet. The role covers property and fleet administration, accounts payable, procurement, contractor compliance, reporting and record management.

You will handle the centralised inbox, process invoices, maintain rental schedules and assist with audits, onboarding, registrations and data reporting in a busy, detail-focused environment.

Qualifications

• Experience in administration, accounts payable or property/fleet administration.
• Strong organisational and time management skills in a busy environment.
• Excellent attention to detail and accuracy with financial records.
• Good written and verbal communication; able to liaise with contractors/suppliers.
• Proficient in Microsoft Office; able to learn new systems quickly.

Responsibilities

• Provide day-to-day administrative support across property, fleet, procurement and contractor management.
• Manage centralised inbox and direct enquiries and actions appropriately.
• Process a high volume of accounts payable invoices for several expense types.
• Prepare and maintain property rental schedules, reports, records and data.
• Support fleet administration including vehicle servicing and registrations.
• Maintain building access records and assist with audits.
• Assist with new property and vehicle set-ups, closures and transfers.
• Support contractor onboarding and maintain compliance documentation.
• Collate data and assist with reporting, Budgets, renewals, tenders and KPIs.

Skills

Organisational skills

Time management

Attention to detail

Communication skills

Microsoft Office proficiency

Driver licence

Job description

Opportunity

We are looking for an organised and proactive Property and Assets Administration Assistant to join our Property, Assets and Administration team. This is a varied administration role supporting the day-to-day management of Ability Options' property portfolio and vehicle fleet. You’ll work across property and fleet administration, accounts payable, procurement, contractor compliance, reporting and record management, helping to ensure our properties and assets are managed safely, efficiently and effectively. This role would suit someone who enjoys working in a busy environment, has a strong eye for detail and takes pride in keeping things organised and on track.

Job type

Max-Term contract Full-time until December 2027

Location

Bella Vista, NSW + Hybrid work arrangement

Salary

$63,000 + super and $15,900 in salary packaging + monthly RDOs

Your Key Responsibilities Include, But Are Not Limited To

• Providing day-to-day administrative support across property, fleet, procurement and contractor management.
• Managing the team’s centralised inbox and ensuring enquiries and correspondence are directed and actioned appropriately.
• Processing a high volume of accounts payable invoices, including property, rental, vehicle, service agreement and other operational expenses.
• Preparing and maintaining property rental schedules, reports, records and system information.
• Supporting fleet administration including vehicle servicing, registrations, inspections, fuel cards, e-tags, accidents and insurance claims.
• Maintaining building access records including keys, access cards and alarm information, and assisting with regular audits.
• Assisting with new property and vehicle set‑ups, property closures, vehicle disposals and registration transfers.
• Supporting contractor onboarding and maintaining contractor compliance documentation.
• Collating data and assisting with reporting, budgets, insurance renewals, tenders and team KPIs.

Essential Criteria

• Previous experience in administration, accounts payable, property administration, fleet administration or a similar role.
• Strong organisational and time management skills, with the ability to manage multiple priorities in a busy environment.
• High attention to detail and accuracy, particularly when working with invoices, financial administration, records and data.
• Strong written and verbal communication skills with the confidence to communicate with colleagues, contractors, suppliers and other stakeholders.
• Strong problem-solving skills and the ability to adapt to changing priorities.
• Confidence using Microsoft Office programs and the ability to learn new systems and platforms quickly.
• Current NSW Driver Licence (minimum P2).
• Police Check, or willingness to obtain.
• Willingness to travel occasionally for team meetings and other events.

Previous experience in property, facilities, fleet or accounts administration would be highly regarded, but is not essential.

We’re looking for someone who enjoys being the person behind the scenes keeping things organised and moving. You’ll need to be comfortable juggling different priorities, have a good eye for detail and enjoy working collaboratively with a range of people across the organisation. If you’re looking for a varied administration role where no two days are quite the same, we’d love to hear from you.

Culture & Benefits

Ability Options is a value driven organisation where the people we support are at the centre of everything we do. We have built an inclusive and progressive culture at Ability Options encouraging everyone to continue to learn and develop their career whether that is through coaching and mentoring or leadership training.

In return for skills and experience, our people receive a competitive remuneration package, access to Fitness passport, employee discounts, a rewards and recognition program, flexible work arrangements including RDOs and the ability to significantly increase your take home pay with not-for-profit salary packaging.

If you are passionate and have the desire to unlock possibilities for those we support, then we would love to hear from you!

Ability Options prides itself on being an equal opportunity employer. We encourage applications from all backgrounds, ages and gender including those who identify as Aboriginal and Torres Strait Islander peoples, and people with a disability.

Ability Options is committed to the safety, wellbeing and inclusion of children and young people. All successful applicants are subject to probity and pre-employment checks.