Australian Real Estate Sales Administrator | VaultRE Experience Preferred | Full-Time Remote

About ION Real Estate

ION Real Estate is an established residential real estate agency based in Melbourne, Victoria, Australia.

We are looking for an experienced, reliable and highly organised Virtual Assistant to join our team in a permanent, full-time remote position.

The ideal candidate will have hands-on experience in Australian residential real estate sales administration, excellent attention to detail and the ability to work independently.

This is a long-term opportunity with an established and growing agency.

Key Responsibilities

Sales Administration & Settlement Coordination

• Manage sales administration from signed contracts through to settlement.
• Track finance approval, building and pest, unconditional and settlement deadlines.
• Communicate with conveyancers, sales agents and relevant stakeholders.
• Follow up on outstanding conditions, documentation and important deadlines.
• Maintain accurate sales files, contract records and settlement trackers.
• Proactively identify outstanding tasks and escalate urgent matters.

CRM & Listing Management

• Maintain and update our VaultRE (MRI Vault) CRM.
• Upload new property listings and update existing listings.
• Coordinate photography, floorplans and property advertising.
• Maintain accurate property records and sales progress.
• Assist with contract documentation and administration using Anywhere Agent.

Marketing & Supplier Coordination

• Coordinate property signboards, brochures, photography and marketing materials.
• Liaise with external designers, photographers and suppliers.
• Arrange marketing orders, approvals and follow-ups.
• Coordinate under-contract and sold stickers, ION magazines and promotional materials.
• Monitor marketing deadlines and ensure materials are delivered on time.

General Administration

• Manage email s, calendars, reminders and follow-ups.
• Maintain organised digital files and documentation.
• Assist sales agents with daily administrative requirements.
• Manage multiple tasks while maintaining accuracy and meeting deadlines.

Essential Requirements

• Previous hands-on experience working for an Australian residential real estate sales agency.
• Experience managing Australian residential sales contracts from signing through to settlement.
• Understanding of finance conditions, building and pest conditions, conveyancer communication and settlement deadlines.
• Excellent written and spoken English.
• Strong organisational skills and attention to detail.
• Ability to work independently and manage multiple transactions.
• Experience using real estate CRM systems.
• Reliable internet connection and suitable home working environment.
• Available full-time, Monday to Friday, during Melbourne business hours.

Highly Desirable

• Hands-on experience using VaultRE (MRI Vault).
• Experience using Rex, Agentbox or similar Australian real estate CRMs.
• Experience using Anywhere Agent.
• Experience uploading property listings to REA ( ---------- ) and Domain.
• Familiarity with Victorian real estate sales processes and documentation.
• Experience coordinating marketing materials and external suppliers.
• Canva or basic graphic design skills.

What We Offer

• Stable, full-time, long-term employment.
• Competitive salary based on experience.
• Supportive Australian real estate team.
• Structured training and onboarding.
• Opportunity to take ownership of sales administration operations.
• Long-term career development opportunities.

Salary: USD $1,000–$1,300 per month, depending on experience and skills.

Working Hours: 40 hours per week, Monday to Friday, Melbourne business hours.

How to Apply

Please answer ALL the following questions:

1. Which Australian residential real estate agencies have you worked for, and for how long?
2. Have you used VaultRE (MRI Vault)? If yes, how long and for which tasks?
3. Have you personally managed Australian residential sales contracts from signing through to settlement? Please describe your responsibilities.
4. Which other Australian real estate CRM systems have you used?
5. Have you coordinated property listings, photography, signboards, brochures and marketing suppliers?
6. Please describe the steps you would take to manage a Victorian residential property sale from contract signing through to settlement, including finance conditions, conveyancer communication and deadline tracking.
7. Are you available full-time, Monday to Friday, during Melbourne business hours?
8. What is your expected monthly salary in Australian dollars (AUD)?

Please provide specific examples of your relevant experience.

Important: We are specifically seeking applicants with practical Australian residential real estate sales administration experience. Applicants with demonstrated VaultRE experience will receive priority consideration.

ION Real Estate
Melbourne, Victoria, Australia