Family Office & Property Administrator

Family Office & Property Administrator (Part-Time)

Location: Collingwood, Melbourne
Employment Type: Permanent Part-Time (Approximately 20 hours per week)
Hours: Flexible across 3–5 days per week by mutual agreement

About the Role

Working closely with the Family Office Principal,  we are seeking a highly organised and trustworthy Family Office Administrator to support the day-to-day financial, property and administrative management of a diverse portfolio of investments.

A key focus of this role is the administration of a portfolio of commercial investment properties, working closely with property managers, tenants and external advisers to ensure the smooth management of leases, rental income, maintenance and property-related records, along with other assets of the group.

This is a varied and rewarding position that also encompasses bookkeeping, investment administration and general office management. It offers flexibility, autonomy and the opportunity to work closely with the Principal in a professional and confidential environment.

Key Responsibilities

Commercial Property Administration

• Coordinate the day-to-day administration of a portfolio of commercial investment properties.

• Liaise with property managers, tenants, contractors and service providers.

• Process rental income, outgoings and property-related expenses.

• Maintain lease schedules, tenancy documentation, insurance records and property files.

• Coordinate maintenance requests, contractor invoices and follow-up actions.

• Monitor lease renewals, key dates and compliance requirements.

• Assist with property reporting and provide administrative support relating to acquisitions, disposals and property projects as required.

Financial Administration

• Process supplier invoices and payments.

• Reconcile bank accounts.

• Maintain accounting records using Xero.

• Prepare monthly cash flow and financial reports.

• Manage accounts payable and receivable.

Investment Administration

• Maintain records of listed share investments and managed funds.

• Record dividends, distributions and investment transactions.

• Prepare investment summaries.

• Liaise with stockbrokers, investment managers and accountants.

Payroll

• Process a small payroll.

• Manage superannuation, leave and payroll records.

• Ensure payroll compliance.

General Administration

• Maintain confidential records and filing systems.

• Coordinate banking and online payments.

• Assist with insurance renewals and company records.

• Liaise with accountants, solicitors and financial advisers.

• Provide general administrative support to the Principal.

About You

You will ideally have:

• Experience in commercial property administration, bookkeeping or financial administration.

• Experience using Xero (or similar accounting software).

• Strong Microsoft Excel and Microsoft Office skills.

• Previous payroll experience.

• Excellent organisational skills and attention to detail.

• A professional, proactive and confidential approach.

• The ability to work independently and confidently manage multiple priorities with minimal supervision.

Experience in a family office, commercial property, accounting practice or investment administration will be highly regarded but is not essential.

What We Offer

• Flexible working arrangements (approximately 20 hours per week).

• A professional yet relaxed working environment.

• Modern offices located in Collingwood.

• A diverse role with a strong focus on commercial property administration, supported by finance and investment responsibilities.

• Long-term stable role with flexibility around family and personal commitments.

• Opportunity to work closely with an established private family office and trusted advisers.

• $40 - $50 per hour depending on experience