Administration Assistant

ADMINISTRATION ASSISTANT – Hamilton Island, Holiday Homes

Hamilton Island Holiday Homes (HIHH) maintains 160 holiday let properties ranging from 2 bedroom apartments to luxury homes.

Hamilton Island is looking for an experienced, organised Administration Assistant with an ability to work in a high paced office environment to join the HIHH team.

Why you'll love working with us

• Save money with subsidised furnished staff accommodation
• Staff perks - discounts on restaurants and activities
• Fantastic work culture and supportive community
• Walk to work - forget city traffic 
• Enjoy living and working on the doorstep of the Great Barrier Reef

Your Role

Reporting to the Property Manager you will be responsible for the daily administrative functions of the department and provide support to the Property Manager. This includes the production and management of letting agreements, trust accounting, property owner communication, maintenance invoicing, and ensuring we meet our legal statutory requirements. Coordinates the day between housekeeping, maintenance, and front desk.

Where you'll make an impact

• Read communication spreadsheet (call log) and ensure teams are aware of guest movements and any items requiring attention
• Communicate both in writing and verbally over the phone with property owners as required
• Manage the filing for all properties ensuring accurate records are kept and distributed as required
• Ensure all maintenance items are attended to promptly.
• Engage contractors to quote where required, seek approval from owners to proceed, coordinate tasks and process invoices accordingly
• Manage log book ensuring key security system is maintained
• Ensure all legal statutory requirements are met
• Assist the Property Manager with processing invoices and produce end of month billing sheets
• Communicate with the housekeeping, front office, reservations, conference and maintenance department as required ensuring guests needs and requests are met
• Assist the Property Manager to produce and manage holiday letting agreements
• Meet with the Property Manager regularly to review maintenance tasks, purchasing and finance procedures
• Ensuring the Property Manager is kept informed at all times of any areas of concern
• Perform monthly stocktake with the Housekeeping Manager ensuring accurate records are maintained in liaison with Sydney finance
• Perform any additional tasks as requested by Senior Management

What we're looking for

You have immaculate presentation and outstanding interpersonal skills, including a genuine empathy for people and the ability to anticipate needs.

To be successful, you will need:

• Minimum 3 years experience in an independent administration position (Essential)
• Advanced skills in Microsoft Office (Essential)
• REIQ license (Essential)
• Diploma in Administration or equivalent (Preferred)
• High level of diplomacy, commercial acumen and confidentiality
• Attention to detail and focus on delivery of high quality work
• Ability to manage multiple projects and tasks simultaneously
• Reliable, trustworthy and able to handle confidential company information
• Must be highly competent on the computer, including an above average typing speed, advanced Office and Outlook knowledge
• Must display enthusiasm and initiative and have the ability to work well in a team
• Ability to read, analyse and respond to written and verbal reports
• Ability to effectively present information and respond to internal and external clients
• Confidence on the phone and a polite, efficient manner

About Hamilton Island

Our mission is to share the wonder of Hamilton Island with the world by creating wonder-filled experiences for our guests, employees and community.

Every team member plays a role in shaping those experiences – making Hamilton Island not just a great place to visit, but a great place to work.

Make your next career move one to remember. Apply now