C9 Teams

Administrative Assistant

• Front Desk & Client Communication
• Inbound Call Handling: Act as the first point of contact for our agency. Answer incoming calls professionally, figure out the caller's needs, and direct them to the right team member.
• Proactive Outbound Calls: Return missed calls promptly, follow up on general inquiries, and make outbound calls to clients, tenants, or tradespeople as requested by the property management team.
• Inquiry & Lead Management: Take detailed messages, capture lead information accurately, and log them for team follow up.
• Client Support: Answer basic questions from clients, landlords, and tenants regarding property listings, inspection times, or appointment bookings.
• Calendar Management: Coordinate and schedule appointments, property viewings, and meetings for agents and property managers.
• Arrears Support: Make friendly but firm follow-up phone calls to tenants regarding rent arrears.
• Administrative Support
• CRM Management: Keep the database clean by updating client profiles, call logs, and incoming inquiries.
• Team Liaison: Work closely with agents and property managers to pass on critical information and ensure nothing falls through the cracks.
• General Admin Support: Handle daily administrative tasks, including email correspondence, basic data entry, and file organizing.

Real Estate Front Desk, Admin Assistant

Bookkeeper

• Manage day-to-day data entry, transactions, and daily reconciliation of bank accounts and credit cards in Xero.
• Receive, code, and process trade supplier invoices, ensuring costs are accurately assigned to the correct build site/job codes.
• Prepare client invoices based on stage-payment progress claims and monitor incoming payments.
• Onboard new suppliers, verify bank details, process regular trade payments, and maintain records for the Taxable Payments Annual Report (TPAR).
• Calculate payroll, manage superannuation contributions, and prepare accurate figures for BAS/IAS lodgments.
• Manage the central company inbox, responding to general inquiries and routing supplier quotes or client emails to the right team member.
• Act as a key point of contact for site supervisors, subcontractors, and suppliers to follow up on missing delivery dockets or paperwork.
• Draft formal correspondence, build contracts, and client variations using company templates as directed by management.
• Keep digital client folders, building permits, and project documentation organized and up to date in the company database.
• Assist with general administrative tasks, minor scheduling, and overflow support to keep the building pipeline moving smoothly.

Construction Bookkeeper

• Act as the first point of contact for the agency, taking calls professionally and directing them to the appropriate team member.
• Manage phone inquiries with a high level of customer service and record detailed messages or lead information.
• Assist with day-to-day AU Property Management tasks, ensuring smooth communication and documentation.
• Provide support to the sales team by managing administrative workflows and coordinating tasks.
• Manage and update social media platforms to maintain an active online presence.
• Perform light video or photo editing to create engaging content for the brand.
• Handle general sales admin tasks, including data entry and file management.
• Use tools like Scribe to document new processes and create step-by-step guides.

Real Estate Front Desk, Admin Assistant

Construction Bookkeeper

Administrative Assistant – Real Estate, Sales Support