Administrative Assistant

Job Title: Administrative Assistant
Work Setup: Onsite
Location: Matina IT Park, Davao City
Schedule: Monday to Friday | 6:00 AM – 3:00 PM

We are seeking a proactive and detail-oriented Administrative Assistant to support our team in managing finance and conveyancing-related processes. The ideal candidate will be highly organized, capable of handling multiple tasks, and confident in communicating with clients, brokers, and internal stakeholders. This role involves supporting settlement processes, maintaining accurate records, and assisting senior team members in day-to-day operations.

• →Manage property settlement files across WA, VIC, NT, QLD, and SA, coordinating with agents and arranging both paper and PEXA settlements
• →Prepare and issue settlement documents (e.g., Draft Settlement Statements, Ready to Fund notices)
• →Handle extensions, variations (e.g., Deeds of Rescission/Termination), and communicate updates to clients and brokers
• →Manage client inquiries, including terminations, refunds, and invoicing for withdrawn matters
• →Open new files, review contracts, verify client identification, and maintain accurate system records
• →Track critical dates and liaise with brokers/clients for updates on finance, deposits, and inspections
• →Prepare and issue final letters related to conveyancing matters
• →Attend to payments, issue RTFs, archive files, and support will-related file setup and communication

• Bachelor's degree in Finance, Accounting, Business Administration, Legal Management, or Paralegal Studies
• At least 1 year of BPO experience
• Minimum of 2 years' experience in legal, conveyancing, or financial administrative roles
• Familiarity with property settlements and relevant laws across Australian states
• Strong attention to detail, organizational, and communication skills
• Ability to work independently and manage multiple priorities
• Experience in real estate or property management is an advantage