Commercial Real Estate Virtual Assistant (Sales, Leasing & Property Admin)

We are seeking a Commercial Real Estate Virtual Assistant to support sales, leasing, and property management administration for a boutique industrial and commercial real estate agency based in Melbourne’s South-East.

The successful candidate will assist with CRM management, sales campaign administration, marketing support, vendor reporting, and property management tasks. This role requires strong organisational skills, attention to detail, and the ability to manage multiple processes in a fast-paced real estate environment.

Key Responsibilities:
• Maintain and update contact records in the Rex CRM system
• Log enquiries, buyer interactions, and maintain organised database records
• Run database reports and generate prospect lists
• Prepare sales authorities and proposal/appraisal documents
• Upload property listings to marketing portals
• Coordinate photography, signboards, and campaign marketing materials
• Prepare brochures and marketing collateral for sales and leasing campaigns
• Create Just Listed / Just Sold social media posts
• Assist with email campaigns and database communications
• Prepare weekly vendor campaign reports and buyer feedback summaries
• Track enquiries and maintain organised campaign documentation
• Prepare contracts of sale with buyer and vendor details
• Send documents for signing using DocuSign
• Ensure sales authorities are prepared, executed, and properly filed
• Assist with preparing sales and lease deposits
• Coordinate property maintenance requests and contractor quotes
• Prepare property management authorities and lease documentation
• Maintain property files and documentation records
• Liaise with the trust accountant and ensure accounts are up to date

Qualifications:
• Proven experience as a Virtual Assistant or Real Estate Administrator
• Experience supporting commercial real estate sales, leasing, or property management is highly preferred
• Familiarity with CRM systems (Rex experience is a strong advantage)
• Strong organisational and task management skills
• Ability to manage multiple processes and deadlines
• High attention to detail and accuracy in documentation
• Strong written and spoken English communication skills
• Reliable, proactive, and able to work independently

What You’ll Get:
• Fixed monthly salary (to be discussed)
• Paid Australian public holidays
• Bi-weekly pay
• Long-term opportunity with a boutique commercial real estate agency
• Supportive and professional working environment
• No graveyard shifts

How to Apply:
Do not reply to this post.
Job Code: CREVA
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**Incomplete applications or those not following instructions will not be reviewed.
**Due to the volume of applications, only shortlisted candidates will be contacted.