Role Type

On-site • Permanent • Full-time • Entry Level

Description

About White House Property Partners

Our mission is to start each engagement with curiosity. We listen first and seek to understand your needs and goals, and how we can use our expertise to help you achieve them. We nurture your next move.

We live and work in alignment with our values, and they shape how we hire, how we work together and how we serve our clients:

- Be a good human
- Build healthy relationships
- Honesty and transparency
- Respect and genuinely caring
- Gratitude

Purpose of the role

At White House Property Partners, every engagement starts with curiosity. The Sales Administrator is the steady centre of our sales team. You keep listings, campaigns, contracts and client records moving so our agents can listen first and spend their time with vendors and buyers. You are often the first voice a client hears, so warmth, discretion and reliability matter. By making the process clear, organised and cared for, you help nurture each client’s next move.

Key responsibilities

Listings and campaign support

- Prepare and process listing and appointment paperwork, including sales agency agreements, for review and signature by the licensed agent.
- Enter and maintain listings in the CRM and on property portals (e.g. realestate.com.au, Domain), checking accuracy of descriptions, pricing, photos and floor plans.
- Coordinate photographers, stylists, signboard installers, copywriters and printers, and track campaign budgets and invoices.
- Prepare marketing material, open home sheets, buyer inspection registers and vendor campaign reports.
- Book and confirm open homes and inspections in agents’ diaries.





Contracts and settlement support

- Prepare contract of sale documentation for agent and client review, using current approved forms.
- Track contracts through to unconditional status, including finance, building and pest, and other special conditions.
- Liaise with settlement agents, conveyancers, lenders, solicitors and other agencies, and diarise key dates.
- Maintain complete, organised sales files in line with White House’s record-keeping and compliance procedures.

Client and office support

- Answer phone, email and front counter enquiries, directing buyers, vendors and the public appropriately.
- Maintain and update the CRM database, including buyer and vendor contacts and follow-up tasks.
- Prepare correspondence, reports, sales and activity summaries, and meeting agendas.
- Provide cover for reception and general office duties when required.
- Assist with onboarding of current sales staff, including systems access and file set-up.

Compliance and confidentiality

- Follow White House’s policies, including the Acceptable Use of IT policy, privacy and confidentiality obligations.
- Handle personal and financial information of clients securely and in line with thePrivacy Act 1988 (Cth) where it applies.
- Support trust accounting processes by preparing paperwork and records only.



Authorising trust account receipts, withdrawals or deposit releases is reserved for the licensed agent or a properly authorised signatory.
- Work within your role: you will not negotiate, give property price opinions or sales advice, or act on behalf of vendors or buyers unless you hold the registration required under WA law.

Licensing and registration

A real estate licence is not required for this role, provided duties are limited to administration and support. If the role is later expanded to include activities that require sales representative registration in WA, White House will support you through the required training and registration process.

Selection criteria

Essential

- Strong administrative experience, ideally in real estate, property, finance or professional services.
- Excellent written and verbal communication, with a polished, client-focused manner.
- High attention to detail and accuracy when working with contracts, dates and figures.
- Ability to manage competing priorities and deadlines across multiple agents.
- Proficiency in Microsoft Office or Google Workspace and comfort learning new software.
- Ability to maintain confidentiality and exercise sound judgement.
- Right to work in Australia.

Desirable

- Experience with real estate CRM and forms software (e.g. VaultRE, Rex, Agentbox, REI Forms Live).
- Knowledge of WA residential sales processes and contract documentation.
- Experience with marketing platforms, such as Canva or portal listing tools.
- Certificate IV in Property Services (Real Estate) or willingness to work toward it.
- Current C or CA class WA driver’s licence.

📌 Sales Administrator (East Fremantle)
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📍 East Fremantle