Bricks & Mortar RE is a customer-centric, forward-thinking Real Estate agency! Our values are fresh, innovative, and transparent. With our present growth and a new office in Fitzroy North, we are looking for a vibrant and enthusiastic and detail-oriented Project Administrator to manage the administrative, compliance, and operational facets of our residential development and sales projects.

Reporting to the Sales & Project Manager, you will ensure that every milestone, from marketing campaign launches to settlement handovers, is executed seamlessly, on time, and in full compliance with the Victorian Sale of Land Act 1962.

Employee Value Proposition

Great remuneration

Company mobile phone & laptop

Free on-site parking

On site coffee machine - Free coffee!

Day off on us for your Birthday

Customised Training & Development plan - Budget of $1,000 per annum

Monthly training and Lunch & Learns

Directors are heavily invested in the future growth of the team

Enjoy regular team events and team-building activities

Future career progression is on offer

Green and sustainable office, carbon neutral

Team buddy – 90 days of training provided to help you settle in

Multi award-winning boutique team

You will provide coordinated support across leasing, property sales, and property management activities, overseeing lease negotiations, site procurement, sales transactions, and end-to-end coordination across a diverse portfolio of residential and investment properties in Victoria. Your responsibilities will include:

Key Responsibilities:

1. Work on the full project lifecycle of our developments, from acquiring the land and working with agents, feasibility, to working with Project Managers, Architects, and Engineering Professionals, to ensure the project can be delivered on time, on budget, with 20% gross profit margins.

2. Respond promptly to inquiries from clients, developers, landlords, and partners, and resolve issues arising during property transactions and rental management processes, to resolve project issues.

3. Develop, review, and negotiate plans and variations related to property sales to ensure smooth project execution and client satisfaction. This will involve changes to contracts after signing,; however, prior to settlement and appropriate variation documentation will be used. Plans will need to be altered with the project architect.

4. Manage all project documentation associated with property transactions, leasing, and management services, including contracts, lease agreements, and maintenance reports, ensuring regulatory compliance and accuracy. Internal databases of contracts of sale, live listing on REA and Domain, and website collateral for each project.

5. Coordinate with developers, architects, conveyancers, marketing partners and legal teams to align timelines, documentation and deliverables.

6. Provide operational advice and feedback to directors and assist in implementing decisions and improvement initiatives to streamline the business.

7. Prepare and review reports, proposals and performance matrices related to the company’s business activities, including leasing performance, customer feedback, and maintenance expenditure. Complete a monthly KPI report and submit to management on approved criteria

8. Collect and analyse project data related to property sales, leasing, and management projects, such as occupancy rates, inspection turnaround times, maintenance response times, and customer satisfaction, and compile outcome reports delivering to director-level.

Working Hours

Monday - Friday - 9:00am - 5:30pm

Rotating Saturday (1 in 4)

You will be:

1. A tertiary degree in project management, property, or related field and minimum 5 years’ project administration or coordination experience.

2. Proven ability to handle complex compliance and documentation workflows.

3. Exceptional organisational aptitude, attention to detail and capacity to juggle multiple deadlines, with a strong ability to drive projects to successful completion.

4. We are looking for an individual with strong attention to detail and excellent time management skills who is able to effectively support the wider business.

5. If successful, your communication skills and ability to adapt well to various environments will see you fit into the business with ease. Further, a vibrant and engaging individual who enjoys supportive duties as well as various ad-hoc tasks will be highly regarded.

6. You must have the ability to work well independently and thrive on success. Customer service is at the core of our business values and you’ll be a key part of adding value to our client’s experience. We’re looking for a superstar candidate, with a can-do attitude, who gets things done.

7. Be a highly motivated individual

8. Have a fun and cheerful personality and polished and professional communication skills

9. Have a squeaky-clean record as you will be required to clear a National Police Check

10. Hold a current driver’s licence and have your own a vehicle

Submit your resume and a covering letter addressed to:

Madeleine Cahill

Partner | Licensed Estate Agent

The right candidate will be rewarded with a generous salary, company phone and laptop. You’ll also have the opportunity to boost your income, with built-in financial incentives and performance-based incentives for referred business to the sales department and any new business brought in to the rental department.

The foundation of our success is finding people who are the right fit for our team and giving them the opportunity to be appreciated and rewarded. If you are excited by the challenge of working in an environment where you will be required to work hands on and be expected to make things happen on a day-to-day basis, then this could be what you’re looking for.

Bricks & Mortar RE aims to be an 'employer of choice' with a commitment to developing the potential of its people. We do this by providing opportunities in a broad-based and diverse business that operates in a challenging and dynamic industry.