Sales & Operations Executive Assistant

Sales & Operations Executive Assistant
for Co-Living Specialist in Melbourne, Australia
Work Setup: Remote
Hours: Full-time
Timezone Requirement: Must be available to work in AEST / Melbourne time

ONE Position LEFT, ONE Position already FILLED!
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Join the ThinkCozy Operations Team!

At ThinkCozy, we create safe, comfortable, and vibrant shared homes — and we’re growing!

We are now looking for two highly organized, motivated and reliable Sales & Operations Executive Assistant to join our close-knit Team and help us deliver an exceptional resident experience.

About the Roles

As part of the Sales & Operations Team, you will help guide residents through their entire journey — from their first enquiry to their final day with ThinkCozy. You’ll work closely with residents, property managers, cleaners, trades, and other support stakeholders to keep our homes running smoothly and our co-living community well-supported.

We’re looking for highly organised and detail-oriented Sales & Operations Executive Assistant to help manage the daily operations of our ThinkCozy shared homes. In these roles, you will handle online enquiries, manage resident on-boarding and off-boarding, coordinate with property managers, cleaners, and third-party partners, and ensure a smooth, positive experience for all residents.

The ideal candidate is organized, proactive, and capable of handling 2 broad competencies:

1. Online room enquiries and sales, and

2. Managing daily operations (onboarding and offboarding checklists, coordinating the restocking of essential house items, updating house duties in Canva, sending weekly house duty reminders every Friday, updating room statuses when a room is sold or vacant, sending lease renewal reminders, and delivering birthday greetings to residents, handling simple resident communications)
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Key Responsibilities
* Handle online room enquiries from prospective residents promptly, professionally, and in accordance with company guidelines.

* Manage onboarding and offboarding checklists, ensuring all deliverables are completed accurately and within the required timelines.

* Coordinate the restocking of essential house items and maintain accurate and up-to-date inventory records.

* Update house duties in Canva and send weekly house duty reminders to residents every Friday.

* Update Room Statuses promptly when a room is sold or becomes vacant.

* Provide leasing support by responding to leads, scheduling virtual interviews, and guiding applicants through the application and onboarding process.

* Send lease renewal reminders to residents in a timely manner and assist with renewal processes as needed.

* Send birthday greetings and other personalized messages to residents to maintain positive tenant relations.

* Respond to and handle simple resident communications.

* Perform general administrative tasks to support daily property operations, documentation, and communication.

* Assist with operational coordination to ensure smooth and efficient management of all Melbourne properties.
Requirements / Skills & Qualifications

* Minimum of 1 year of experience as an Administrative Assistant, Virtual Assistant, or in a similar support role.

* Excellent English communication skills — able to express in specificity and clarity, yet, warm, and professional in both written and verbal interactions.

* Highly organized and detail-oriented, with the ability to manage multiple tasks and priorities effectively, and concurrently.

* Proactive, customer-service–focused, and able to work both independently and collaboratively.

* Comfortable and confident using digital tools, including:

1. Google Workspace / Microsoft Office
2. CRM platforms and multi-platform communication tools
3. Digital art tools such as Canva

* Reliable and stable internet connection suitable for remote work (50mpbs down/25mbps up and above), with backup power options

* Strong attention to detail and accuracy, even when handling competing priorities.

* Quick learner who can adapt to new systems, tools, and processes.

* Enjoys structured workflows, detailed tasks, and maintaining organization across multiple responsibilities.

* A positive, helpful attitude with a genuine desire to support residents and internal teams.

* Experience in operations, administration, hospitality, or property management is will be highly regarded.

* Eagerness to grow with a company that values initiative, ownership, and continuous improvement.

This role is for you if-

1. You are hungry to learn, open to feedback, and be supported by a boss and Team who values character above starting-out ability and experience
2. A can-do and never-give-up attitude, with willingness to be corrected and do better with each mistake
3. Are starting out and wants to learn a wide corpus of skills. Your limit is only your own mindset!
4. Are concerned you aren’t skilled, but are attracted by the role and job description, and don’t know how you’re going to do it!
5. Want to grow and work long-term with a Team who cares and values each member
6. Communicates clearly and concisely in the English language, both spoken and written, and able to present ideas and well
7. Possess good technology (Apple and IPhone preferred, with reliable internet and backup contingencies for power.
8. Fresh graduates are welcome. Experience highly regarded, but not essential

This role isn’t for you if-

1. You think you’ve done it and know it all, and you’re looking to join and cruise through familiar territory, because there’s nothing much to learn in your season
2. You’re young and inexperienced, but expect a good salary because you’ve got the skills and don’t want to work so hard (and don’t have a learner’s attitude)
3. Expect to be paid a salary well above the quoted range in the listing
4. Not too bothered with details, and believe that a good-enough effort with suffice, and won’t get noticed

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Work Schedule & Training Overview (Summary)

New hires will go through a structured training and transition period.

* Training (Weeks 1–4): Full support and guided onboarding.
* Week 5 onward: Transition to your regular schedule with minimal supervision.
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Schedule 1 (Melbourne Time)

Monday: 9:00 AM – 5:00 PM [8 hours]
Tuesday: Rest Day
Wednesday: 9:00 AM – 11:00 AM, 2:00 PM – 8:00 PM [8 hours]
Thursday: 9:00 AM – 6:00 PM [9 hours with 1 hour break]
Friday: 9:00 AM – 5:00 PM [8 hours]
Saturday: Rest Day
Sunday: 9:00 AM – 5:00 PM [8 hours]

Schedule 2 (Melbourne Time)

Monday: 4:00 PM – 12:00 AM [8 hours]
Tuesday: 9:00 AM – 11:00 AM, 2:00 PM – 8:00 PM [8 hours]
Wednesday: Rest Day
Thursday: 4:00 PM – 12:00 AM [8 hours]
Friday: 4:00 PM – 12:00 AM [8 hours]
Saturday: Rest Day
Sunday: 4:00 PM – 12:00 AM [8 hours]

Does this sound exactly what you're looking for?

Then apply with these THREE requirements:

1. A minimum of 5 Apply Points (if this requirement is not met, your application will not be responded to).
2. State your experience in relation to Key Responsibilities listed above
3. Specify your location, current technology tools (laptop/mobile), and internet provider/speeds
4. State your preferred work schedule (1 or 2)
5. State your expected income per month (USD)

Cut-and-paste job templates will not be responded to.

Thank you for your interest and we look forward to hearing from you!