Administration Manager | $90-100K + Super + Carpark!

The Company

Located in South Melbourne, this prestigious Property firm seeks a very well presented and switched on Administration Manager to manage a team of 6 Office Coordinators whilst having a dual reporting line into the Director, this a very busy role where no day will be the same!

Position

Management Tasks:

• Schedule weekly meeting with direct line manager, meet and execute actionsmresulting from meetings
• Regularly review team processes, identify areas for improvement and coordinate implementation of changes
• Schedule quarterly meetings with Senior Estate Managers (SEMs) and Estate Coordinators to collate feedback on process improvements
• Schedule follow-up meetings with Directors to review feedback
• Work with both Directors and SEMs and Estate Coordinators to articulate
• and document specific changes
• Coordinate implementation of agreed changes including any required training
• Update process manuals
• Communicate changes to broader team
• Oversee adherence to processes by all team members, escalating issues to Directors if/when required
• Work closely with heads of other divisions to ensure Communities processes are understood broadly across the business, and to learn from/adopt highly efficient and effective processes of other teams
• Coordinate quarterly audits of all estates to ensure teams are adhering to the expectations outlined in the Estate Presentation Checklist, Sales Essential Kits and OH&S Policy, report findings to Directors
• Coordinate hiring process for new team members including job ads, interviews and internal paperwork in accordance with HR practices
• Coordinate on-boarding process for new employees and induct new team members on team processes ensuring clear understanding of requirements as outlined in company manuals
• Conduct quarterly performance reviews with direct reports, participate in quarterly performance reviews with line manager, maintain KPI documents for all team members
• Represent Communities division on the company OH&S Committee

Estate Coordinators:

• Schedule weekly one-on-one meetings with direct reports
• Keep abreast of their responsibilities ensuring tasks and projects are being managed effectively and delivered to deadlines
• Provide mentorship to develop the skills and capabilities of each team member
• Provide clear direction around job roles ensuring team members understand what is expected of them, as well as how they are contributing to the broader goals of the team
• Provide meaningful and regular feedback, acknowledging the achievements of individual team members as well as providing constructive feedback/direction as required
• Schedule fortnightly meetings with Estate Coordinators to audit estate folders ensuring correct templates are being used
• Maintain relationships with House & Land Managers (HLMs) of key builder partners
• Make quarterly contact with HLMs to field feedback on the effectiveness of processes pertaining to exclusive land holdings and incentives, collate feedback and report back to Directors, coordinate follow-up as required
• Collaborate with HLMs on exclusive builder holds and maintain records of all holdings
• Maintain new display village builder logs
• Coordinate quarterly reviews with Sales Managers to ensure they are making frequent contact with builder partners and leveraging opportunities, document co-promotion initiatives and share within team

Sales Reporting:

• Quarterly sales performance against budget Directors to approve, due at the end of each calendar quarter
• Settlement due reports Directors to approve, due to CFO on the 5th of every month
• Monthly comp reports Due to current developers by the 10th of every month
• Sales & Marketing Agreements (SMAs)
• Ensure SMAs are signed by the client and saved to file within one month of appointment, update/circulate authority spreadsheet to CEO & CFO on the 2nd Monday of every month

Administration:

• Assist Directors in scheduling client/supplier meetings, attend meetings as required and take minutes/execute actions
• Assist Directors with ad hoc requests as required
• Manage approval of annual leave requests by all team members and maintain leave calendar

Your Profile

You will be highly organized, proven Manager of a small team who is polished and professionally presented! You will love to lead from the front and build and support your team.

The right person will be at an intermediate to advanced level of MS Suite, particularly in Excel.

Previous experience in the Property industry will be highly advantageous!

Apply Today!

Please send your resume by clicking on the apply now button or for further information, contact Tara Goss in our Melbourne office on 9691 3663

Reference Number: 06810-0010733575TG