We are hiring

Buying
Coordinator

There is a stretch of every deal the client never sees: the part between a property being secured and the contract being exchanged. You own that stretch. And you are the voice on the phone when we call to tell someone we have found it.

Location Remote
Type Full time, permanent
Team Buying, pre exchange
Reports to Buyers Agent and associates
How to apply

Our clients are, genuinely, great to talk to. Everyday Australians who have saved hard, done their homework and decided to back themselves. When we call to say we have found the one, that is one of the best phone calls in this business, and you are the person making it.

So we are looking for a big personality. Someone warm and charismatic who actually enjoys people, can hold a proper conversation about a significant financial decision, and leaves a client feeling looked after rather than processed.

Then there is the other half. Contracts get vetted, disclosure statements get checked, briefs get built. It is two jobs in one seat and we would rather say so plainly: the client contact of a coordination role, and the zero error standard of a compliance role. You will be on the phone in the morning and vetting legal documents in the afternoon, where guesswork is not forgiven.

The personality we are after

Fast, charismatic and confident on the phone, paired with an eagle eye for detail. This is a high volume environment with real deadlines, and it suits someone who is energised by pace rather than drained by it. Warmth is not a nice to have here. A client is making a significant financial decision on the strength of your call, and how you sound decides whether they feel confident or nervous doing it.

Role purpose

The engine between secured and exchanged.

The Buying Coordinator owns the contract and administrative engine that sits between a deal being secured and the contract being exchanged. You report directly to the Buyers Agent and associates for the team you work within.

Contract review and formation

  • Conduct thorough vetting of property contracts for the buying team to identify inconsistencies or legal risks.
  • Review disclosure statements and supporting materials to identify missing information or non compliant terms.
  • Provide neutral, objective feedback and flag red flags to the buying team to mitigate potential liability.
  • Prepare and amend contracts following conveyancer review: insert buyer details and make amendments as instructed by the conveyancer in writing, with the client to confirm.
  • Confirm lease details are correct in the contract prior to sending for signing.

The best call in the business

  • Call clients on behalf of Buyers Agents to present secured deals and take them through the opportunity. This is the call they have been waiting months for, so it deserves your best energy.
  • Walk clients through the deal brief, cash flow position, reports and vacancy data clearly and accurately, so the client has what they need to decide.
  • Follow up with undecided clients so a decision is reached either way, and answer the questions holding it up.
  • Record the decision promptly by updating Zoho and tracker stage status.
  • Where a deal is rejected, follow the correct deal rejection process and notify the Buyers Agent and Client Success in Zoho notes.

Deal briefs and Buyers Agent support

  • Prepare deal brief emails including all necessary deal information, cash flow sheets, photos, reports and vacancy rate attachments.
  • Obtain and record rental appraisals and lease agreements from the selling agent or property manager.
  • Provide direct administrative support to Buyers Agents across the pre exchange pipeline.
  • Escalate complex or strategic matters to the Buyers Agent promptly.

CRM and records

  • Maintain accurate client records and manage CRM movement, tasks and activities within Zoho.
  • Ensure client details are accurate and complete: ASIC extract, trust deed, broker name, entity name and full contact details.
  • Keep detailed Zoho notes on all client contact, including phone calls and text messages.
  • Perform high volume data entry and filing to keep digital systems audit ready and organised.

Third parties and continuous improvement

  • Follow up persistently with solicitors, selling agents, brokers and financial institutions to progress matters and gather required documentation.
  • Identify and suggest continuous improvement opportunities for administrative workflows and templates.
  • Attend all training and meetings relevant to the team.
What you will bring

Required skills and experience.

The left column is the bar, and the first line of it matters as much as the rest. The right is the part people assume rules them out, and it does not.

We need this

Essential
  • Proven ability to handle high volume while maintaining extreme attention to detail.
  • A big, warm, charismatic personality. You like people, you like talking to them, and it comes across down a phone line.
  • Strong phone confidence, and the ability to take a client through detailed information so they can reach a clear decision.
  • Clear, professional communication for liaising with third parties and feeding back to internal teams.
  • Demonstrated accuracy handling legal, contractual or financial documentation.
  • CRM experience, with Zoho highly regarded.
  • Self discipline and autonomy, with the ability to maintain a zero error rate under pressure.

You do not need property experience

Training provided
  • Property or buyers agency experience is not required.
  • We provide full training on our process, our systems and our contracts.
  • What we cannot train is speed, care, and the ability to hold a good conversation. If you have those three, the property knowledge is learnable.
Over to you

Sound like you?

Applications are by email. Send everything listed here in one message and we will come back to you. If you are the sort of person who would rather just ring us, we understand the instinct, but start with the email.

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.au

Subject line: Buying Coordinator application

Please include

  • Your CV.
  • A role where you carried both volume and accuracy at the same time, and how you kept the error rate at zero.
  • How much of your day, in a previous role, was spent on the phone.

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