Business Support Specialist

The ideal candidate for this role will excel in multitasking, organization, and fostering positive client and team relationships. This position is essential in ensuring the smooth operation of client services, human resources, office management, reporting, and administrative support functions.

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 client 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 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 client events.
• Serve as the primary point of contact for incoming calls via 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, and 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 and filter to the team.
• Update social media team with client briefs and new clients.
• Update and prepare property reports and CMAs.
• Manage Buxton Geelong: client leads list, conversions, client invoices, payments, and reporting.
• Handle general admin overflow tasks.

• Client Relationship and Compliance KPIs:
• 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 KPIs:
• 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 KPIs:
• 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 KPIs:
• 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 KPIs:
• 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.