Property Assistant/EA

seek.com.au; Sydney; On-site; AUD 34,000 - 55,000; Part time

Job summary

Seek seeks a capable Part-Time Property Assistant to support the Property Director in a small city-based company managing a private property portfolio in Sydney. This office-based role involves administration, data management, bookkeeping and portfolio coordination, with occasional site visits.

You will provide executive assistant support as required, maintain records, manage invoices and reporting, and coordinate with suppliers and service providers to keep operations running smoothly.

Qualifications

• Strong Excel skills including formulas, data organisation and analysis.
• Proficiency across Microsoft Office (Excel, Outlook, Word, PowerPoint).
• Experience using Adobe applications for PDF documents and editing.
• Good general office administration and organisational skills.
• Bookkeeping or accounts administration experience with understanding of invoices and expenses.

Responsibilities

• Provide direct administrative and operational support to the Property Director and offer EA support when needed.
• Maintain and update Excel spreadsheets, Dropbox, property records, databases and reporting systems.
• Prepare, organise and analyse data to assist portfolio reporting and decision-making.
• Assist with bookkeeping, invoice processing, expense tracking, reconciliations and financial record keeping.
• Manage emails, correspondence, document preparation and general office administration.
• Prepare, format and maintain documents, reports and presentations using Microsoft Office and Adobe applications.
• Liaise with suppliers, contractors and service providers to obtain information and coordinate requirements.
• Monitor outstanding tasks, invoices, quotes and work orders to ensure timely completion.
• Maintain accurate electronic filing systems and ensure property documentation is organised.

Skills

Excel

Microsoft Office

Adobe applications

Bookkeeping

Data management

Office administration

Tools

Dropbox

PDF management

Job description

We are seeking a capable, organised and proactive Part-Time Property Assistant to provide direct support to the Property Director of a small, city-based company managing a private property portfolio. This is an office-based position, and the successful candidate must be able to work from the company's office and visit sites around Sydney when needed. It is a varied, hands-on role suited to someone who enjoys working across administration, financial records, data management and property-related co-ordination. You will play an important role in ensuring the smooth day-to-day operation of the office and the efficient management of portfolio-related tasks. You will also provide executive assistant support to the Property Director when required.

Key responsibilities

Provide direct administrative and operational support to the Property Director, including providing executive assistant support when needed.

Maintain and update Excel spreadsheets, Dropbox, property records, databases and reporting systems.

Prepare, organise and analyse data to assist with portfolio reporting and decision-making.

Assist with bookkeeping, invoice processing, expense tracking, reconciliations and financial record keeping.

Manage emails, correspondence, document preparation and general office administration.

Prepare, format and maintain documents, reports and presentations using Microsoft Office and Adobe applications.

Liaise with suppliers, contractors and service providers to obtain information, coordinate requirements and follow up on outstanding matters.

Monitor outstanding tasks, invoices, quotes and work orders to ensure timely completion.

Maintain accurate electronic filing systems and ensure property documentation is organised and up to date.

Assist with the coordination of property maintenance, expenditure tracking and other portfolio-related activities as required.

About you

Strong Excel skills, including spreadsheet management, formulas, data organisation and analysis.

Proficiency across Microsoft Office, particularly Excel, Outlook, Word and PowerPoint.

Experience using Adobe applications, particularly PDF document management, editing and preparation.

Good general office administration and organisational skills.

Bookkeeping or accounts administration experience, with a sound understanding of invoices, expenses and financial records.

Strong written and verbal communication skills, including professional email correspondence.

Confidence liaising with suppliers and following up on outstanding actions in a timely and professional manner.

High attention to detail and a commitment to maintaining accurate records.

The ability to manage competing priorities, work independently and use initiative.

A practical, reliable and solutions-focused approach to work.