AddressWe are seeking an Assistant Trust Accountant / Property Manager to provide essential administrative support to both the Trust Account Manager and the Property Management Department as a whole. The successful candidate will be responsible for completing various tasks aimed at ensuring smooth operations within the office and providing comprehensive administrative support across the board.
Position Details:
📍 Location: East Melbourne, VIC 3002
⏰ Employment Status: Full Time
👥 Reporting to:
Allison Brudenell – Managing Director
Narelle Bright – Trust Account Manager
Gino Cannataro – Senior Property Manager
Justin Ammitzboll – Property Manager
Competitive salary starting at $70,000 plus Superannuation
Responsibilities:
- Assist in undertaking trust accountant functions as directed by the Trust Account Manager.
- Assist Asset Managers when required to ensure property maintenance issues are attended to efficiently and effectively. This includes liaising with creditors/tradespersons, raising Purchase orders and ensuring contactor compliance is up to date.
- Preparation of documentation as requested.
- Ensure insurances for properties, contractors and tenants remain current and relevant to property agreements.
- Maintain electronic files within office system which includes opening new files, monitoring files and keeping files up to date. This can be undertaken using Cirrus8, Microsoft office, including word, excel and outlook
Key Office Tasks:
- Receipting daily rents and completing daily bank reconciliations
- Reviewing and processing of Accounts Payable invoices
- Disbursing landlords and creditors
- Issuing tenant invoices and responding to tenant queries in a timely manner
- Opening Security Deposit accounts, invoicing and transferring deposits once received
- Assisting with coordinating trust account best-practice procedures and manuals
- Actioning internal forms and updating the CRM Software where required
- Accurately maintaining records of documentation
- Following up on outstanding payments
- Processing relevant forms for clients and suppliers
- Preparation of trust account files, and annual audits
- General administration and any adhoc duties as directed
- On-boarding of new managements, including:
- Full set up in Cirrus8.
- Notifying tenants of new managing agents and directing future correspondence to MMJ.
- Contacting authorities if necessary to redirect council rates, water notices, etc., to MMJ.
- Follow up tenants, landlords, and contractors for Certificate of Currencies when required.
- Preparation of RLA outgoings estimates. (May each year)
- Preparation of budgets and reconciliations when requested.
- Monitoring the security deposit/bank guarantee register including following up on expired or those requiring top-up.
- Drafting letters to tenants (to be sent by the PM or sent on their behalf on Cirrus).
- Sending memos on behalf of the PM in the Cirrus8 system from time to time as requested.
- Preparation of standard lease/renewal documentation.
- Preparation of sales/leasing authorities, management authorities, and other documents on the Vicforms system.
- Raising purchase orders (POs) in the CirrusFM system when requested.
- Monitoring the Cirrus FM system for outstanding works and advising PM if jobs are not accepted or completed with the specified timeframe.
- Key management.
- Maintaining data integrity within the Cirrus system.
- Being responsible for updating and maintaining properties, contacts and sales/leasing enquires in the Agentbox system at the request of the sales and leasing team.
- Drafting heads of agreement and other documents as requested by the Sales and Leasing team.
- Manage and keep up to date marketing fees and draft marketing schedules as requested.
- Writing up minutes of meetings.
- Reviewing Council Rates and Land Tax and assisting in objection where required.
- Handling congestion levy returns.
- Responding to municipal valuations.
- Off-boarding properties.
- Providing general office support.
Skills Experience & Qualifications:
- Minimum 12 months experience in commercial or residential property management and trust accounting.
- Interpersonal/communications – active engagement with all team members by information exchange, support and contributing ideas to the team
- Initiative – ability to generate ideas for improving property management processes and systems, solve problems without being prompted, do more than is required in order to achieve issue outcomes.
- Attention to detail – show concern for all aspects of job no matter how small the details, accurately check processes and documents, routinely check files for completeness, follow established procedures.
- Written/Oral Communication – ability to articulate ideas and actions in written and oral communication formats. Ability to compose letters which adhere to rules of grammar, spelling and letter layout.
Why MMJ Real Estate:
At MMJ Real Estate, we take pride in our long-standing reputation as a leading boutique real estate company in Australia. Established in 1960, we have a team of experienced professionals dedicated to providing top-notch services and expert advice to our clients.
With a deep understanding of the local real estate markets and a wide range of property and business services, we can offer valuable insights and guidance to our clients. Whether it's buying, selling, leasing, investing, or developing, MMJ has you covered!
Join Our Team:
If you are enthusiastic about real estate, possess the required skills and qualifications, and desire to grow your career with a reputable company, MMJ Real Estate Melbourne is the place for you!
Apply now and become part of our connected network of experts across Australia, providing solutions nationwide. Embrace the opportunity to make a significant impact and take your property management career to new heights at MMJ Real Estate!
Note: To apply, please send your updated resume and cover letter to ***************@mmj.com.au. We look forward to welcoming you to our dynamic team!
