Real Estate Front Desk, Admin Assistant

C9 Teams

Virtual Front Desk & Admin Assistant managing client communications and administrative tasks at an Australian real estate agency. Requires strong communication skills and adaptability in a remote setting.

Posted 5/25/2026full-timeRemote • 🇦🇺 AustraliaMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

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.

Requirements

What you’ll need

Excellent Communication: Flawless verbal and written English skills with a warm, confident, and professional phone manner.
Adaptability: Quick learner who can easily pivot from handling a live phone call to focusing on administrative tasks or system updates.
Integrity & Trust: Highly dependable and honest in a remote environment.
Technical Aptitude: Experience using PropertyTree is a massive advantage.
Trainability: Resourceful and eager to grow, listening well to feedback and actively looking for ways to improve skills.
AI & Technical Literacy: Proven capability in using Generative AI and automation tools effectively to enhance daily output, draft communications, and optimize processes.
Desired Experience: Previous experience supporting the Australian Real Estate industry is a major plus. Prior experience in a receptionist, front desk, or phone-heavy customer service role.

Benefits

Comp & perks

Flexible work arrangements

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

CRM managementdata entrylead managementcalendar managementinbound call handlingoutbound call handlingclient supportadministrative supportproperty managementtechnical aptitude

Soft Skills

excellent communicationadaptabilityintegritytrusttrainabilityresourcefulnesslistening skillsprofessional phone mannerdependabilitywarmth