Appointment Setter and PA

About the role

This is a hybrid PA and Appointment Setter role supporting one of the leading performers in a fast growing national property investment business. One side of the job is filling the diary: working the phone, qualifying enquiries and booking appointments. The other side is running it: managing his schedule, keeping him briefed and organised across all of his internal and external commitments, and providing the day to day personal and administrative support that keeps everything moving.

This is one person's support role, not a general office admin position. You will sit close to him, learn how he works, and become the person who knows where everything stands before he asks.

What the week actually looks like

• A large part of your day is on the phone. Expect to make important outbound calls throughout the day on top of inbound enquiries. If that makes you uneasy, this is not the role.

• Diary management in real time. Appointments move, people cancel, and you are the one who fills the gap the same day rather than letting it sit.

• Preparing him for what is ahead: who he is seeing, why, what was discussed last time, and what needs to come out of the conversation.

• Following up leads and prospects until they are either booked or properly closed out. Some people need five or six touches. You will be comfortable making the sixth call.

• Keeping the CRM accurate as you go, not at the end of the week.

• Standard hours are 9-5, Monday to Friday. There are often early starts or later appointments where the diary demands it which will require you to work out-side of these hours.

Key responsibilities

• Full ownership of the diary: booking, confirming and rescheduling appointments, and protecting the time around them

• Managing his schedule, preparing briefs so he walks into every appointment knowing who he is seeing and why, and handling the administrative tasks that keep his week running

• Outbound calls and inbound enquiries, qualifying and scheduling

• Chasing leads and prospects consistently until they are either booked or closed out. Nothing left sitting.

• Keeping the CRM honest: calls, notes, outcomes and next actions, so anyone can open a record and see where things stand without asking

• Working closely with one person, to his structure. He is relaxed and easy to get along with, but he has firm views on how clients come into the business and how they are looked after once they are in.

• Handling client and commercial information with discretion at all times

What you need to have

• Experience in appointment setting, sales support, reception, PA or EA work, or a similar phone based coordination role

• Demonstrated comfort with high call volume. Be ready to tell us roughly how many calls you made on a typical day in your last role.

• Confident and warm on the phone. You enjoy talking to people all day and you do not take a no personally.

• Genuinely organised, with a real preference for structure and consistency

• Strong computer literacy and the ability to pick up new systems quickly. You are comfortable across a CRM, a cloud phone system, calendars and shared drives, and you can work out an unfamiliar system without hand holding. Base level computer skills are not enough here.

• Proactive by default. You follow through without being asked twice.

• Discretion and sound judgement

• Full working rights in Australia. We are not offering visa sponsorship for this role.

• A current driver's licence / willingness to complete a police checks.

What will put you ahead

• CRM experience, particularly Zoho

• Familiarity with a cloud phone system and dialler

• A background in property, financial services or another high ticket sales environment

• Having supported one busy person before as a PA or EA and learned to work their way rather than your own

This role is probably not for you if

• You are looking for a quiet administrative role with limited phone time

• You want to move into a buyer's agent role.

• You prefer to set up your own systems and ways of working rather than adopt someone else's

• You need direction to be repeated before things get done

• Chasing the same person six times feels like being a nuisance to you

How to apply

Apply through Seek with your CV and a short cover note, no more than half a page, answering two questions:

1. Roughly how many client calls did you make on a typical day in your most recent phone based role, and what were you calling about?

2. Tell us about a time you had to follow up someone who kept going quiet. What did you do, and what was the outcome?

Applications without answers to both questions will not be shortlisted.

Optional but encouraged: attach a 60 second voice or video recording introducing yourself and telling us why this role suits you. This is a phone role, so we would rather hear you than read you.