Personal Assistant - Client Onboarding

Role Overview

Join our rapidly expanding residential and commercial real estate team based in Auckland as a Personal Assistant focused on client onboarding and supporting back-office operations. Your role will be pivotal in ensuring all client leads, listings, and essential documentation are handled meticulously, allowing our sales team to concentrate on listings, negotiations, and nurturing client relationships.

Key Responsibilities

• Oversee the entire client intake process for buyers, sellers, and landlords, including identity verification, AML/CFT documentation, and preparing agency agreements for electronic signatures.
• Manage and update the CRM system with current lead statuses, task tracking, and calendar synchronization, maintaining data accuracy and pipeline hygiene.
• Provide assistance in preparing Comparative Market Analyses (CMA), compiling listing document packages, and coordinating marketing efforts for new listings.
• Compose and dispatch client communications such as follow-ups, appointment confirmations, and correspondence on behalf of the sales team.
• Coordinate Meta advertising campaigns by scheduling, uploading creatives, and performing basic performance reporting.
• Handle diary and inbox management, organizing viewings, open homes, and meetings across multiple agents’ calendars.
• Ensure all documentation complies with the Real Estate Authority (REA) Code of Conduct, with no provision of client-facing legal or valuation advice.

Candidate Profile

• 1 to 3 years of experience as a Personal Assistant, Executive Assistant, or administrator, preferably in real estate, legal, or professional service environments.
• Excellent written communication with a polished, professional tone suitable for client interactions.
• Proficient in using CRM or database management tools.
• Exceptional attention to detail with the ability to handle document-intensive and deadline-driven tasks effectively.
• Capable of working autonomously, managing multiple active files, and escalating matters when necessary.
• Prior knowledge of the New Zealand real estate sector is advantageous but not essential as full training will be provided.

What We Provide

• Opportunity to work closely with a high-volume, rapidly growing real estate team.
• Significant responsibilities from the outset, beyond typical administrative tasks.
• A workplace located in Mount Albert, Auckland.

Application Instructions

Interested candidates should submit their CV alongside a brief cover letter (maximum 150 words) describing an experience where they maintained organisation under pressure. Please send your applications and include "PA – Client Onboarding" in the email subject line.