Business Support Specialist

• About the client
• Our client is a Melbourne-based property firm founded in 2008, specialising in buyer’s
• advocacy, property management, renovation consulting, and project leasing. The company
• is known for achieving low vacancy rates, long tenancy durations, and faster leasing
• outcomes, driven by a client-focused and proactive approach. With a highly experienced
• leadership team and offices across Victoria, NSW, and Queensland, our client delivers
• tailored property solutions that create long-term value for clients.

About Teamified

• Teamified is a talent partner helping companies build exceptional remote teams across IT,
• software, product, and digital innovation. We collaborate with leading enterprises and
• fast-scaling tech businesses worldwide to help them access world class talent and
• accelerate growth. With operations across the globe our mission is to make building high
• performing global teams simple, fast, and cost-effective. Teamified has hundreds of clients
• with more than 200 engineers, testers, product managers, designers, and technology
• experts delivering impactful solutions every day.

Job Summary

• We are seeking a proactive and detail-oriented Business Support Specialist to join our
• dynamic team. This role is essential in ensuring the smooth operation of client services,
• human resources, office management, reporting, and administrative support functions. The
• ideal candidate will excel in multitasking, organization, and fostering positive client and team
• relationships.

Responsibilities

●Client Relationship and Compliance

• Coordinate and prepare new buyer’s advocate client documentation and follow

up on compliance documents.

• Complete engagement agreements, invoices, and file management to

completion.

• Obtain post-purchase/service feedback from all clients.
• Manage our client’s gifting initiatives.
• Oversee Google review management.

●Human Resources

• Manage onboarding and induction processes for new hires.
• Maintain the leave calendar and public holiday/out-of-office schedules.
• Prepare employee files, including compliance checks (BLA, Agent’s Rep).
• Implement and roll out new office policies and procedures.
• Organize training, wellness, and development programs for all staff.

●Office Management

• Oversee the management of our client’s IT systems, laptops, desktops, and

phones.

• Order stationery and office supplies.
• Prepare written administration instructions and procedures as part of the

company’s quality system.

• Coordinate and organize all our client’s events.
• Serve as the primary point of contact for incoming calls via the office number

and WhatsApp.

●Reporting and Systems Management

• Daily update Insightly, leads lists, and budget spreadsheets.
• Attend Monday Morning Advocacy Team Meetings – prepare stock lists, leads

list, + EDM mail out.

• Monitor and report on the efficiency and productivity of current policies.
• Track sales and leads data.
• Report on lost business, opportunities, and feedback.

●Our Client’s Admin

• Create and close client files.
• Prepare weekly EDMs for the database + filter to the team
• Update social media team with client briefs + new clients.
• Update and prepare property reports and CMAs.
• Manage Buxton Geelong: client leads list, conversions, client invoices +

payments + reporting of.

• Handle general admin overflow tasks.

KPIs

●Client Relationship and Compliance

• 100% accuracy in client documentation and compliance tracking.
• Completion of post-purchase feedback within 7 days of service.
• Increase in Google reviews (minimum 10% growth quarterly).
• On-time delivery of client gifts within agreed timelines.

●Human Resources

• Completion of onboarding and induction within the first week for all new hires.
• 100% compliance in employee files (BLA, Agent’s Rep).
• Successful implementation of at least 2 new or updated policies annually.
• Quarterly employee wellness activities conducted.

●Office Management

• IT issues resolved within 48 hours.
• Zero stockouts of essential office supplies.
• Completion of all written procedures by agreed deadlines.
• At least 3 successful company events organized annually.
• 90% call response rate within working hours.

●Reporting and Systems Management

• All Insightly and budget updates completed weekly.
• 100% attendance at Monday Morning Advocacy Team Meetings with required

reports.

• Quarterly review and improvement of at least 1 policy or procedure.
• Sales and lead data reporting completed by the 5th of each month.

● Our client’s admin

• Client files created/closed within 48 hours of task assignment.
• EDMs sent weekly by scheduled deadlines.
• 100% accuracy in property reports and CMAs.
• Buxton Geelong invoices processed within 7 days of receipt.

Requirements

• Proven experience in business support, office management, or administrative

roles.

• Strong organizational skills and attention to detail.
• Excellent communication and interpersonal skills.
• Proficiency in CRM systems (e.g., Insightly) and Microsoft Office Suite.
• Ability to manage multiple priorities and meet deadlines.
• A proactive, problem-solving mindset with the ability to work independently.

Benefits

• ● Flexibility in work hours and location, with a focus on managing energy rather than
• time.
• ● Access to online learning platforms and a budget for professional development
• ● A collaborative, no-silos environment, encouraging learning and growth across teams
• ● A dynamic social culture with team lunches, social events, and opportunities for
• creative input
• ● 13th Month Salary
• If you possess the required skills and are eager to contribute to our team's success, we
• encourage you to apply for this exciting opportunity. Apply now!