Admin &
Asset Assistant
A single assistant across four unrelated operations: a sales desk, an investment property portfolio held across multiple trusts, a cruise-entertainment agency, and Jimmy’s own diary and life admin.
What this role actually is.
This is not a diary-and-inbox job. Three of the four workstreams carry money and deadlines: leads that go cold if nobody chases them, rental statements that must reconcile across multiple trust entities, and artist contracts and travel that cost real money when they go wrong. The right person is an operator who happens to also run a diary, not an admin who has been handed some operations.
The work is already systemised. Documented processes, templates, cadences and tracking bases exist for most of what follows, and a lot of the routine detection is automated. The gap is a human who owns the follow-through, exercises judgement, and talks to people.
Four workstreams.
Weightings shift with deal flow and settlement activity.
- 40% Sales support — Australian Property ScoutSetting, prep vetting, conversion follow-up
- 30% Property portfolio and trust administrationManagers, maintenance, insurance, bookkeeping
- 20% Cruise-entertainment agencyTalent sourcing and back-office systemisation
- 10% Personal executive assistanceDiary, travel, gifts, idea capture
Sales support.
Australian Property Scout
40% of the weekProspects book each week, and every one has to be prepared, shown up for, and converted. This is the highest-value part of the role because it is directly tied to income.
Setting and vetting
- Pick up every new booking as it lands and check the prospect against what the booking form tells us before the call is confirmed.
- Track completion of the pre-call gate: a pre-discovery video, an investor application form, and a set of preparation podcasts, all inside a seven-day deadline.
- Chase the people who have not done it, on a set cadence of day two, day four, and a final note 48 hours out.
- Release or rebook slots where the prospect requires it.
Pre-call preparation
- Issue each prospect their personalised deal-information brief and confirm they have opened it.
- Keep the calendar colour-coding current so Jimmy can see at a glance who is prepped and who is not.
- Flag replies and questions to Jimmy before the call rather than after it.
Conversion follow-up
- Draft the post-call recap and pitch email the same day, from Jimmy’s call notes.
- Run the unsigned-agreement sequence: a questions check on day two, a value-add on day five, honest scarcity on day nine, and a warm close-out on day fourteen.
- Maintain the nurture list of “not right now” prospects and bring them back at the agreed interval.
Reporting and admin
- Log every touchpoint in the sales tracker and keep it in sync with the agency’s own sales sheet.
- Assemble the weekly end-of-week report to the agency’s reporting address against a fixed eight-section template.
- Reconcile sales records, and follow through to payment.
- Liaise with the agency’s operations, finance and helpdesk contacts on agreements, invoices and CRM data gaps.
Property portfolio and trust administration.
Portfolio and entities
30% of the weekAn investment property portfolio spread across several states, held across multiple entities, with a number of different property management agencies. Jimmy is still actively buying, so the portfolio grows during the year.
Property manager relationships
- Be the day-to-day point of contact for every managing agency, so Jimmy only hears about decisions rather than correspondence.
- Hold managers to their obligations: routine inspections done and reported, arrears chased, vacancies filled, statements issued on time.
- Run rent reviews and lease renewals.
- Escalate underperformance and, where needed, manage a change of agency.
Maintenance
- Triage every maintenance request. Decide what is routine, what needs quotes, and what needs Jimmy.
- Obtain and compare quotes, get approval, then chase the job to completion and confirm it was actually done.
- Keep a per-property maintenance history and a running view of spend against each property’s income.
- Manage compliance items with deadlines: smoke alarms, pest and building, and safety certificates.
Insurance
- Own the renewal calendar so no property lapses and no policy silently rolls over at a worse premium.
- Source and compare quotes across the portfolio each year.
- Keep premiums, insurers, policy numbers and cover levels current in the master tracking spreadsheet.
- Handle claims end to end when something happens.
Statements and bookkeeping
- Work the month-end statement wave, with statements arriving in a few days, and file each one against the right property.
- Enter line items into the tracking bases, attach the underlying supplier invoices, and reconcile every statement to the amount actually received.
- Chase what is missing. Monthly loan interest entries in particular go astray and have to be noticed, not discovered later.
- Route documents to the correct trust for the bookkeeper, prepare reconciliations in the accounting system, and liaise with the bookkeeper and accountant.
- Track rates, water, land tax and other recurring bills against their due dates.
- Build the end-of-financial-year document pack per entity.
Acquisitions
- Run the settlement checklist on each new purchase: conveyancer, broker, building and pest, insurance live from settlement day.
- Appoint the managing agency and get the property tenanted.
- Add the property to every tracker, filing structure and entity record so it is administered from day one.
Portfolio reporting
- Keep the master portfolio spreadsheet accurate: rents, loans and rates, expenses, insurance, and per-property position.
Note for shortlisting
This stream needs someone genuinely comfortable with Australian property administration and multi-entity bookkeeping. A capable EA with no property or accounts background will struggle here, and this is the half of the role that is hardest to teach on the job.
Cruise-entertainment agency.
Talent and back office
20% of the week, expected to growAn international entertainment agency supplying performers, musicians and enrichment lecturers to cruise lines. It has its own team, so the assistant supports specific projects rather than running the business.
Talent sourcing
- Research candidates against a written brief and build out the sourcing pipeline: musicians, solo entertainers, string duos, enrichment lecturers.
- Verify each candidate properly, including performance footage, credentials, and citizenship or work-rights requirements, before they reach a shortlist.
- Maintain the sourcing channel list so the pipeline can be refilled repeatably rather than researched from scratch each time.
- Prepare outreach for approval, then manage replies through to a shortlist handed to the team.
Back office and systemisation
- Chase contracts out and back, and keep the booking records honest about what has actually been signed.
- Prepare joining letters, travel request forms and crew documentation to each cruise line’s own format.
- Watch document expiries, passports and visas above all, and give artists enough notice to act.
- Clean and maintain the booking database, and write down the processes that currently live in people’s heads.
- Support the shared inboxes and help hold the agency’s response-time standard.
Personal executive assistance.
The classic EA layer
10% of the weekSitting over the top of everything else.
Diary and inbox
- Own the calendar. Protect call blocks, avoid double-booking across three businesses, and keep travel time realistic.
- Triage the email accounts down to what genuinely needs Jimmy, and hold the rest.
- Book and prepare personal appointments.
Travel
- Research and book flights, accommodation and transfers, personal and business.
- Build the itinerary, hold the confirmations, and handle changes when plans move.
People and gifts
- Keep a register of birthdays and anniversaries and prompt early enough.
- Source, order and send gifts, and keep a record of what was given and to whom.
Ideas and projects
- Capture new business ideas as they come up and keep a live register rather than letting them evaporate.
- Do first-pass research on the ones Jimmy wants to look at, and bring back something decision-ready.
- Run small personal projects through to completion.
Who this actually suits.
Essential
The bar- Chases without being asked twice. Most of the value in this role is in follow-up nobody had to prompt.
- Numerate and reconciliation-minded. Comfortable making a statement balance and noticing when a figure is missing rather than wrong.
- Holds many threads at once across four unrelated domains without dropping any of them.
- Discreet. The role sees sensitive financial, commercial and personal information.
- Comfortable owning outbound relationships with property managers, tradespeople, insurers and agency staff by phone, not only by email.
Strongly preferred
Puts you ahead- Australian property administration experience. Property management, buyer’s agency, or a portfolio investor’s office.
- Bookkeeping exposure across multiple entities, ideally with trusts and a self-managed super fund.
- Sales support or appointment setting in a pipeline where conversion was measured.
- Confident with database and spreadsheet tools and willing to work inside existing systems rather than rebuild them.
- Comfortable working alongside AI tooling, which already runs much of the routine detection and drafting here.
Will not work out
Please rule yourself out here- Someone who needs a queue of instructions to start the day.
- Someone who treats “I emailed them” as the completion of a task.
- Someone uncomfortable picking up the phone to an agency or a tradesperson.
- Someone who rewrites approved wording, or sends external mail without approval. Both are hard rules here.
- Someone who only wants one of these four areas.
Systems they will work in.
Existing familiarity is a bonus rather than a requirement, but the person needs to pick up unfamiliar software quickly and without hand-holding.
What good looks like in the first six months.
Take the sales desk
Own booking follow-up and preparation chasing end to end. Learn the calendar, the templates and the approval rules. Shadow one month-end statement cycle without owning it.
Take the portfolio
Own the month-end statement cycle, the manager relationships and the maintenance queue. Build and own the insurance renewal calendar. Start drafting post-call follow-up for Jimmy’s approval.
Take the reporting
Own the weekly sales report, the monthly claim and monthly portfolio reporting. Pick up the first entertainment agency project.
How to apply.
Applications are by email. Send everything listed here in one message and we will come back to you.
Not for you, but a name came to mind while you were reading? Please send this on. Referrals from our own community have worked out well for us before.
Email your application to
Recruitment@Australianpropertyscout.com.auSubject line: Admin and Asset Assistant application
Please include
- Your CV.
- Where you are based, and the hours you can work in AEST.
- Your experience with Australian property administration and multi-entity bookkeeping.
- An example of something you followed through on without being prompted, and what it took.