Systems & Platform Coordinator – Tech Tools, Support & Automation

Website | www.hastingsandco.com.au

About Us - Who We Are

hastings + co is a leader in real estate administrative support, delivering cutting-edge automation, compliance, and trust accounting services to over 90 real estate agencies across Australia and New Zealand.

With a team of 35 highly skilled professionals, we manage:

52,000+ rental properties

Managing Trust Accounting for Residential, Commercial Sales

ManagingGeneral Accounting + Payroll

For 96 Real Estate Agents across Australia and New Zealand

Over $2.8 billion in annual transactions on behalf of our clients

Our services include:

Outsourced Rental + Sales Trust Accounting

General Account Bookkeeping + Payroll

Comprehensive Software Training + Implementation

We are certified partners with Xero, MRI, and PropertyMe, and our expertise spans multiple real estate and accounting platforms, including:

PropertyTree, PropertyMe, Console Cloud, VaultRE, GOAT, AgentBox, Box + Dice, RE-Leased, Cirrus8, Xero, MYOB

Leading in Innovation + AI Automation

hastings + co is at the forefront of AI-driven business transformation, integrating automation, compliance tracking, and Google Enterprise solutions to stay ahead of the curve.

We leverage technology to enhance:

Operational efficiency

Leadership execution

AI-powered financial compliance

Automation of real estate and trust accounting workflows

Our team works collaboratively across multiple industries including real estate, accounting, software training, AI integration, and compliance management.

The Opportunity

Are you the practical tech whiz everyone turns to when systems stop working—or when there’s a better way to do things?

We’re looking for a hands-on Tech & Systems Lead to join hastings + co, a high-performance, automation-led real estate support services business based in Bentleigh, VIC.

This is a full-time, on-site role (not remote) that puts you in the engine room of one of the most exciting tech transformations in the industry.

This newly created role puts you at the centre of our internal tech and automation operations.

You will:

Maintain and evolve our custom automations (Make.com, Google Apps Script)

Administer Google Workspace, user access, and Drive structure

Troubleshoot office tech (Wi-Fi, laptops, mobile devices, alarm codes)

Support onboarding, document systems, and train the team

Fully absorb responsibilities from two current vendors (F5IT + Protec)

Work closely with the Managing Director and our external AI Project Developer + Lead; Brad Legassick; from AppMate Consulting

Our Custom Workflow App – Designed by Natalie Hastings & Built by Brad Legassick ( AppMate Consulting )

Our internal workflow automation system is the brainchild of our Managing Director, Natalie Hastings, and built from the ground up by external Project Developer + Lead; Brad Legassick from AppMate Consulting. This system (replacing current tool ClickUp) is the heart of our business and will launch at UAT level on Monday, 7 April 2025

While Phase 3 of the rollout wraps up in May, external Project Developer + Lead; Brad Legassick from AppMate Consulting will remain connected to the business in a consulting capacity. You’ll work under Natalie’s direction and collaborate with Brad as needed—ensuring continuity, integrity, and room for innovation as our AI systems grow.

This is a true ownership role for someone who wants to be trusted to lead systems while being part of something meaningful.

Tools You’ll Use

You’ll work inside a modern, automation-powered environment using:

Google Workspace (Gmail, Drive, Docs, Calendar, Forms, Chat, Sites)

Make.com + Google Apps Script

GPT Workspace, Gemini AI, Firebase, Google Cloud

Xero, PropertyMe, MYOB, Console Cloud, Cirrus8, Re-Leased

AppSheet, MultCloud, GitHub, Canva, Loom

Google Admin Console, Vault, Voice, Chrome Remote Desktop + more!

We don’t expect you to know everything—we’ll support you to learn what matters.

Phasing Out 2 Vendors + Internal Ownership

You'll Take Full Ownership Of:

2.1 F5IT – Hardware & Infrastructure Support

PC, Laptop + device setup

Remote or onsite PC and various tech of software support when needed

Will be fully absorbed by this role (retained only for critical hardware failure)

2.2 Protec – Internal Tech + Telstra Support

Workspace access, server escalation, Telstra phone set up, support + management

Alarm codes, wired + Wi-Fi set up, testing + support. General Tech, hardware, phone, alarm, printer + other troubleshooting

Will be fully phased out and replaced by this role

2.3 Current internal tasks

Maintain the company-wide asset register for all hardware, software, tech tools, and security protocols

Collaborate with the MD on budgeting to ensure the team is equipped with the best hardware and software tools

Manage the Tech + Automation “Whiteboard” of ideas from team members, prioritising items for development with Brad (AppMate Consulting)

Oversee all software subscriptions, renewals, user access, and security/risk management

Lead stakeholder communications with IT + tech providers (e.g. Telstra, phone/internet, web hosts, hardware suppliers, AppMate)

Own and manage security, cloud storage, and data protection systems

Assist in implementing Tritan-built authenticators to reduce shared manual logins and increase Workspace security

Manage ongoing website maintenance, enhancements, and security (www.hastingsandco.com.au)

Oversee branding, fonts, templates, and company-wide assets across Google, Canva, Intranet, and website

Manage company email signatures and standardisation across platforms

Oversee purchasing, setup, and lifecycle management of hardware including (but not limited to):

PCs, monitors, keyboards/mice, phones, iPads, TVs, cabling, alarm systems, software tools, welcome centre tech

Build and maintain the company Intranet, plus other hosted platforms

Manage DNS records and registered domains

Lead all data migrations, software implementations, and tech onboarding

Support all team members with day-to-day tech issues including:

RAM/memory issues, software installs, hardware upgrades, training, testing and troubleshooting Google + in-house tools

Note: Brad Legassick from AppMate Consulting will continue to provide high-level technical guidance and strategic consulting to ensure long-term system integrity. You will take full ownership of day-to-day oversight and execution across all platforms.

What We’re Looking For

Confidence using Google Workspace (Gmail, Calendar, Drive, Docs, Sites, Forms, Chat, Tasks)

Strong troubleshooting skills across both software and hardware (Wi-Fi, devices, permissions)

Ability to streamline workflows, solve problems calmly, and support others

Self-starter mindset—proactive, organised, and comfortable working independently

No degree required—just capability, initiative, and the drive to learn

Bonus Points For Experience With:

Make.com and Google Apps Script (automation logic + testing)

PropertyMe, Cirrus8, Console Cloud, Re-Leased, Xero, MYOB (real estate + finance platforms)

AppSheet (internal apps), MultCloud (file migration), or Firebase

GPT Workspace, ChatGPT Pro, Gemini AI (AI-powered tooling)

Python or basic scripting logic (helpful but not required)

Canva (brand asset templates), GitHub (developer coordination), or Loom (internal training content)

Post-Handover Expectations

The automation system—originally designed by Natalie Hastings (Managing Director) and developed by Brad Legassick from AppMate Consulting, will transition into internal operations.

While Natalie retains ownership of the strategic vision, and Brad remains connected in a consulting capacity, you will manage the day-to-day execution and upkeep of all automation workflows.

Brad Legassick from AppMate Consulting; will continue to provide high-level technical guidance and consulting to ensure long-term system integrity, while your role will lead all operational oversight + execution.

F5IT and Protec will be fully wrapped up—this role will absorb 100% of their day-to-day responsibilities across systems, support, and device infrastructure.

All internal IT, automation, and systems responsibilities will roll over to you—making you the new in-house owner of tech operations across the business.

This is a career-defining opportunity to own systems and automation within a business that’s leading in AI, real estate finance, and compliance.

Apply now—we’re excited to meet someone who wants to make this their next big thing!

To express interest or learn more, contact:

Natalie Hastings – Managing Director

📧 [email protected]

🌐 www.hastingsandco.com.au