Contract & Account Administrator

3 days ago

Keilor Park, Victoria, Australia Development Agency Full time $60,000 - $80,000 per year

Contract & Accounts Assistant

Location: Keilor Park

Type: Full-time

We're looking for a sharp and reliable Contract & Accounts Assistant to join our growing property team. This role supports both contract administration and accounts functions when needed helping to keep projects moving smoothly. You'll be part of a small, driven team that values honesty, initiative and follow-through.

About the Role

You'll play a key part in ensuring contracts and deposits are processed accurately and on time. From managing Expressions of Interest (EOIs), populating contracts and helping to liaise with solicitors, to entering trust account payments and helping with basic accounts payable & receivable, you'll be the person who helps keeps everything running behind the scenes with the guidance of our Contracts & Trust Account Coordinator.

This position suits someone detail-oriented and proactive, someone who thrives on structure, deadlines and most of all accuracy.

Key Responsibilities

Contract Administration

  • Receive and log EOIs submitted and issue contracts the same day.
  • Prepare and send contracts for review, ensuring terms match EOI instructions.
  • Where needed liaise with agents, solicitors and clients to clarify details and resolve issues.
  • Track and update subject-to-finance clauses, deposits and key milestones in HubSpot.
  • Maintain well-organised, easily accessible contract and document records.
  • When needed assist with provide weekly reports on contract statuses, subject-to-finance clauses and deposit payments.

Accounts

Trust Accounting:

  • Process trust deposits and payments accurately through Rex.
  • Circulate trust receipts to all parties and manage disbursement requests.
  • When needed, complete weekly and monthly trust reconciliations.

Accounts Payable (AP)/ Accounts Receivable (AR):

  • Review and process supplier invoices for accuracy and approval.
  • Issue invoices for commissions once deposits are received.
  • Maintain up-to-date records of vendor accounts and payments in Hubspot.

Communication & Reporting

  • Keep HubSpot and spreadsheets updated with current data at all times.
  • Respond promptly to internal and external queries (within the same business day).

What We're Looking For

  • Exceptional organisational and time management skills
  • Strong communication skills, both verbal and written
  • Comfortable in a fast-paced, dynamic environment
  • Confidence using CRM and accounting systems (HubSpot, Rex, Xero, or similar)
  • Ability to manage multiple projects with competing deadlines
  • Willingness to learn
  • Strong attention to detail and accuracy in data entry and documentation
  • Previous experience in contract administration, real estate support, or conveyancing
  • Or Previous experience in Accounts Payable and Accounts Receivable, including invoice processing and payment reconciliation
  • Familiarity with trust accounting and managing deposits or disbursements

Why Join us

At Development Agency, you'll work in a fast-paced, supportive environment with a team that genuinely enjoys what we do and who we do it with. Our culture is collaborative, supportive and built on trust. You'll be surrounded by people who care about doing things right and helping each other succeed.

You won't get lost in the crowd, you'll be part of a close-knit team where your work actually matters, your ideas are heard and your efforts are recognised.

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