Part-Time Property Assistant (Admin & Management – AU Client)

About the Opportunity

We are looking for a detail-oriented and organised Part-Time Property Assistant (Admin & Management – AU Client) to provide administrative and operational support to the Property Department of our Australian client.

The role will assist the Property Manager and existing property team with day-to-day administration across the client’s property portfolio, including rental invoice processing, lease administration, property workflows, compliance tracking, and stakeholder communication.

As an additional member of the team, the successful candidate will have a particular focus on rental invoicing and morning administrative tasks, helping manage the department’s daily workload and ensuring property-related matters are accurately documented, coordinated, and actioned within the required timeframes.

This is a regular, ongoing part-time opportunity, suited to someone with strong administrative experience who can consistently commit to the agreed working hours.

Potential Working Shifts (Philippine Time)

The role may follow either of the following part-time schedules:

• Monday to Friday: 7:00 AM – 12:00 PM PHT
• Tuesday to Thursday: 7:00 AM – 3:00 PM PHT

Applicants should indicate their preferred schedule and availability.

Key Responsibilities

1. Property Administration and Portfolio Support

• Assist the Property Manager in maintaining oversight of the company property portfolio.
• Provide day-to-day administrative support for property matters across multiple sites.
• Maintain accurate property records, lease information, and portfolio documentation.
• Ensure property-related documents are properly organised and filed in accordance with company procedures.
• Assist with drafting approval packs and preparing supporting property documentation.
• Provide administrative assistance for store refits, property projects, and site selection activities as directed.

2. Rental Invoice Administration

A key priority of this part-time position will be providing timely and accurate support with rental invoicing and related administrative requirements.

• Process and coordinate rental invoices, including rent, electricity, and outgoing expenses.
• Review invoices for accuracy, GST requirements, and correct entity details before processing.
• Ensure invoices are forwarded to the relevant entities within required timeframes.
• Follow up on overdue invoices in accordance with company procedures.
• Coordinate with the Finance team regarding invoice approvals, processing, and payment requirements.
• Maintain rental calendars and rent due date records.
• Assist with franchisee communications regarding rental obligations and invoice requirements.

3. Property Inbox and Stakeholder Coordination

• Monitor and assist with the management of shared Property inboxes.
• Review incoming correspondence and direct matters to the appropriate team members or workflows.
• Respond to or coordinate property-related enquiries in a timely and professional manner.
• Ensure relevant correspondence and supporting documents are uploaded to the appropriate business systems.
• Promptly escalate urgent or high-risk matters to the relevant stakeholders.
• Communicate professionally with franchisees, store managers, landlords, property agents, contractors, and internal departments.
• Assist in ensuring property matters are acknowledged, followed up, and actioned within required timeframes.

4. Lease Overview and Property Systems Administration

• Assist with maintaining accurate and up-to-date lease and property records, including:

  • Store details and lease expiry dates
  • Base rent and outgoings
  • Rent review dates and turnover rent requirements
  • Bank guarantee status
  • Certificate of Currency status
• Assist with mapping annual rent increases and lease obligations.
• Maintain reminders for rent reviews and important lease dates.
• Support the preparation of franchisee rent review notifications.
• Assist with the maintenance of Property workflows, systems, and records.

5. Property Incidents and Workflow Coordination

• Assist with the administration and tracking of property-related incidents and workflows.
• Maintain supporting documentation, correspondence, and records for property incidents.
• Monitor workflow progress and follow up on outstanding actions.

• Support the coordination and escalation of matters such as:

  • Rental arrears
  • Structural damage and maintenance conce…