Part-Time Property Client Liaison & Operations Specialist

AgentSync; Philippines; Remote; PHP 455,000 - 545,000; Part time

Job summary

AgentSync is seeking a Part-Time Property Client Liaison & Operations Specialist to manage client communications, admin operations, and workflow across the property lifecycle for an Australian business.

You will optimize processes with AI tools, maintain records, and coordinate with brokers and builders, while delivering exceptional client experiences in a remote setup.

Qualifications

• 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.
• Excellent written English and a warm, professional client communication approach.
• Confident daily use of AI tools (ChatGPT or Claude) to boost productivity and automate repetitive work.
• Excellent organisational and time-management skills with the ability to manage multiple clients, milestones, and follow-ups.
• Strong attention to detail and keeping records up to date.

Responsibilities

• Manage the administrative inbox and client communications with timely, warm responses in one business day.
• Coordinate client communications through building contracts, pre-construction, construction, and handover stages.
• Retrieve updates from builder portals and relay relevant information to clients.
• Maintain CRM records, pipelines, milestones, and follow-ups accurately.
• Support brokers with applications, documents, DocuSign contracts, and prestart docs to builders.
• Coordinate client gifts, milestone cards, and Google review requests.
• Manage task tracker, founder inbox, and visibility of priorities and actions.
• Provide general admin support to the founder and team.

Skills

Written English

Proactive mindset

Organization & time management

Multi-client management

Tools

Google Workspace

WhatsApp Business

ChatGPT or Claude

Notion

Slack

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, pre-start, 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:

• Google Workspace
• WhatsApp Business
• ChatGPT or Claude
• Notion
• Slack

Training provided:

• Custom CRM for deal and client build tracking
• Kinso for client message management across Gmail and WhatsApp
• DocuSign for contracts and documentation
• Constructive and relevant builder portals for construction updates

Additional tools that are advantageous:

• Canva
• Zapier or similar automation platforms
• Calendly
• ActiveCampaign or similar email marketing platforms
• Granola or similar AI meeting note tools