Job Openings Property Coordinator

About the job Property Coordinator

About Shore360:

Shore360 is a 100% Australian-owned BP firm based in the Philippines, providing customized staffing and administrative support for international companies, handling recruitment, HR, IT, and office facilities so clients can focus on core business, offering transparent pricing, dedicated teams, and flexible setups.

Job Purpose Summary

You will provide support for Agents and the Engine Room Manager, including but not limited to, property listing preparation, listing management, appraisals, contract preparation, general administration of the office, and liaising with solicitors and clients. Additionally, prospecting activities and dealing with general inquiries/tasks.

Key Responsibilities and Accountabilities

Provide assistance as required with:

  • Vendor liaising - with an informative pleasant telephone manner
  • Complete all listing transactional paperwork
  • Listing management
  • Entering listings into Property Suite software
  • Preparation of print advertising (e.g. Dom Post) adverts for agents
  • Preparation of property marketing (Open Home Booklets, Just Sold/Listed, etc)
  • Sign ordering, Listing welcome packs for vendors and tenants
  • Solicitor liaising
  • Create tender/offer contracts and disclosures - and seek their approval
  • Appraisal document preparation and management as requested
  • Deal with general phone and email inquiries and action where able
  • Order LIM and Builders Reports for your listings
  • Source further information on IEP, Consents, Easements, Cross leases, Tenancy Agreements, Disclosures, Rental Appraisals, etc.
  • Process sold and under-offer contracts, checked off for signatures and initials for agents as requested
  • New listing packs to Vendors and tenants
  • First Visit Kits Marketing material
  • Issue upon request Tender/Offer sale packs
  • Assisting agents with ad-hoc administrative duties where applicable and that fit into the day
  • AML - obtain from agents and upload to Property Suite for Approval by ER Manager
  • Update Live Tracker of all listings (live/quiet)
  • Update the whiteboard with new listings and sales
  • Complete the daily Checklist daily by the end of the working day
  • Complete all Specialised Stage Steps in Property Suite for all listings and sales
  • Complete (Push Out, Withdrawn, Price Change, etc) checklists for listings when required
  • To cross-check and double-check documentation before emailing it to clients and agents
  • Registration of Buyers in the Offer stage for S&P issued out to buyers
  • Upload Underbidders to Property Suite
  • Adhering to the process and systems of the Company and Engine Room (i.e. Checklists, Sales Person Fact Sheets out by Fridays, Signboards up Tuesdays)
  • Assisting the ER Manager with any other project work and duties as required.
  • Excellent time management and using it effectively during the working day
  • Past listing/Sale archiving
  • Database management if required of agents
  • Excellent attention to detail
  • Covering reception for lunch breaks

Attributes and Skills

Effective communication, ability to cope well under stressful situations, warm & friendly outgoing personality, extensive problem-solving skills, excellent multi-tasking skills, manage work colleagues' expectations under pressure, helpful, extremely organized, effective time manager, effective self-manager, attention to detail, retains an abundance of information, ability to work with varying personalities, team player, an abundance of initiative, multi-tasker, drive, honest, responsible, resilient under pressure, respectful, assertive, hard-working, creative, consistent, Resilient under pressure, versatile, motivated, process driven, take responsibility for actions, take on feedback and uses it as a learning opportunity, rises to and enjoys challenges and the changing busy environment of real estate.

Intermediate sound knowledge of Microsoft applications – Outlook, Word, Excel

  • Intermediate knowledge of Property Suite or similar CRM system
  • 50 wpm typing
  • Prior administration support role
  • Good internet use knowledge to source information and applications
  • Engage/Support
  • Seek to understand each of your team members What makes them tick?
  • Brighten their day once a week with a surprise of gratitude once a week
  • Understand their day, and have them understand your day
  • Form a base relationship to cement future growth for ER Members
  • Engage them in working with you on ER OKRs – Share the journey
  • Work closely with the Sales Director and General Manager on company OKRs so the companys Objectives can be reached
  • Back Bone – learn and promote to be each others Back Bone.

Values/Attitude

  • Be self-aware
  • Lead with behaviors that inspire your fellow team members = Walk the talk
  • Recognize the value of our people
  • Be transformative in order to inspire a higher performance and a customer-focused culture (i.e. how you approach change)
  • Promote a fair working environment
  • Celebrate wins
  • Support losses and encourage team members to try again
  • Collaborate
  • Share your own war stories
  • Monitor your attitude and work performance
  • Monitor your ER day-to-day tasks and activities
  • Understand each person in the ER role (BPO, Wtgn Office, Reception, Accounts)
  • Educate
  • Assist ER Manager with training for ER Members (BPO) on Lowe & Co systems and procedures
  • To seek knowledge from your immediate manager to further educate yourself
  • To ask questions and to seek questions from your team members
  • Consistently update the ER Manual
  • Unlearn – Relearn. Go through each procedure with your ER Manager periodically to keep it updated and yourself
  • Participate in all ER Meetings to be held once a month for training purposes, acknowledgments, pass on wins, losses, what did we learn, what are we doing well, where are the efficiencies we need to find
  • Further your education on other roles in Lowe & Co (Accounts, ER, Systems, Policies)


ShoreXtra Perks

  • Free barista-style coffee
  • Free parking and jeepney services
  • Highly engaged team
  • Unlimited potential for growth
  • Challenging role
  • Fun and family-oriented working environment
  • Employee referral incentives (Bronze)


Work Set Up:

  • On-Site
  • Monday to Friday, 6:00 AM - 3:00 PM

Or refer someone