_{15th July, 2025}

Our client is a customer-centric, forward-thinking Real Estate agency with values that are fresh, innovative, and transparent. With their present growth and a new office in Fitzroy North, they are looking for a vibrant, enthusiastic and meticulous Project Administrator to manage the administrative, compliance, and operational facets of their 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.

Company Perks:

• 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

The Role:
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:   

• Contribute to the full project lifecycle of residential developments, from land acquisition and feasibility assessment to collaboration with agents, Project Managers, Architects, and Engineering professionals, to ensure projects are delivered on time, within budget, and meet the targeted 20% gross profit margin.
  
  Conduct research on land acquisition opportunities through various online property and planning portals, and present viable options to the Director for consideration, contributing to the development of a strategic project pipeline.
    
• Respond promptly to inquiries from clients, developers, landlords, and partners, and resolve issues arising throughout property transactions and rental management processes to ensure smooth project progression and stakeholder satisfaction.  
• Develop, review, and manage project plans and contract documentation, including variations and stakeholder-approved updates, to support seamless project delivery and compliance. This includes managing post-signing changes prior to settlement, coordinating appropriate variation documentation, and working closely with project architects to update plans as required.  
• Manage all project documentation related to property transactions, leasing, and management services, including contracts of sale, lease agreements, maintenance reports, and listing materials, ensuring accuracy, consistency, and compliance with regulatory requirements. Maintain and update internal databases, live listings on REA and Domain, and website collateral for each project.  
• Coordinate with developers, architects, conveyancers, marketing partners and legal teams to align timelines, documentation, and deliverables.  
• Monitor project compliance with internal protocols, regulations, and reporting standards, identifying risks and supporting resolution through process improvement.  
• Provide operational advice and feedback to directors and assist in implementing decisions and improvement initiatives to streamline the business.  
• 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.  
• 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.

  

About You:
You will be a highly motivated individual, and be able to work under pressure, multi-task and prioritise. You will be an individual with strong diligence and excellent time management and communication skills; this will ensure you are able to effectively support the wider business.
  
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. You must have the ability to work well independently and thrive on success. Full training will be provided upon commencement.
  
Customer service is at the core of our business values, and you will be a key part of adding value to our client’s experience. We are looking for a superstar candidate, with a can-do attitude, who gets things done.
  
What You Will Bring to the Role

• A tertiary qualification in project management, or closely related field.
• A minimum of 5 years’ experience in program or project administration, ideally within a structured, compliance-focused, or service delivery environment such as government, property, or development sectors. Experience in property, real estate, or development projects is desirable but not essential, provided you have strong program coordination skills and project documentation experience.
• Proven ability to handle complex compliance and documentation workflows.
• Exceptional organisational aptitude, attention to detail, and capacity to juggle multiple deadlines, with a strong ability to drive projects to successful completion.
• A fun and cheerful personality, and polished and professional communication skills.
• A squeaky-clean record as you will be required to clear a National Police Check.
• A current driver’s licence and have your own vehicle.

If you like what you’ve read, and are ticking most of the boxes above, we would love to talk with you!   Click the apply now button to send your details through or call Sara on 0406 440 709 or Alysia on 0433 415 525 for a confidential conversation today!

www.spirerecruitment.au

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