[Hiring] Operations Coordinator @Employ

Role Description

You would own property contracts from signing through to settlement and the weeks after it.

• Hold every contractual date: cooling off, finance, due diligence, sunset and settlement, and keep the agreements tracker current so the whole pipeline is visible at a glance.
• Carry a settlement from exchange through to completion, including the difficult ones, and manage any extension or delay.
• Work with conveyancers, lawyers, lenders, developers and property managers, and follow up until the answer actually arrives.
• Confirm the lawyers’ amendments are in the contract before exchange, and that the funds have moved and the due diligence is done at settlement.
• Confirm finance is unconditional and insurance is in place, and coordinate the pre-settlement inspection.
• Raise invoices at the trigger points and check each one against the contract before it goes out.
• Appoint and onboard the property manager, then hand the file back complete.
• Keep the client and their Relationship Manager told where things stand at every milestone, ahead of them asking.

Qualifications

• Five or more years in administration heavy coordination work, where you were the person accountable for a file or a process from one end to the other.
• Fluent English, spoken and written. You would be on the phone to Australian conveyancers, lawyers, lenders, developers and property managers, and writing to our clients.
• Strong Microsoft 365, and the confidence to pick up new systems quickly. We use HubSpot and DocuSign.
• Based in the Philippines, with a reliable home office, a stable connection, and availability across Australian hours.
• Australian property settlements, conveyancing, SMSF, superannuation or lending administration would all help.

Requirements

• Attention to detail.
• Relentless rigour in every task, and work that holds up when somebody checks it.
• Process-oriented: you learn a procedure and work it the same way every time, unwatched, and you speak up when one needs fixing.
• Fluent communication in English, both spoken and written.
• Strong organizational skills: you hold several workstreams at once, track every deadline, and keep people informed ahead of them asking.
• Bias for action: you chase, follow up and close the loop on your own initiative.
• Accountability: you take ownership and fix issues as they arise.
• Collaborative: you earn trust by delivering, and people enjoy working with you.
• Adaptability: you move between different kinds of work and shifting priorities, and keep a grip on all of it.

Benefits

• 13th month pay.
• Health fund cover.
• A minimum of six weeks of paid leave a year, including a paid two week shutdown over Christmas.
• All standard Philippine entitlements, including SSS, PhilHealth and Pag-IBIG.
• Permanently full-time employment through our Philippines employer of record (Employment Hero), on the same policies and the same standards as every other person in the company.
• Fully remote work from home, in a team that has worked this way from the start.
• A published standard with six levels, written competencies, and an honest conversation about where you sit and what moves you up.
• A job for the long term. We are building this team to last, and we promote from within.