Available Position (Company name withheld)

Position Available: Property Settlements Coordinator
Location: Remote; Sri Lanka
Hours: Full-time – 5:30am - 1:30pm, IST Colombo time

Are you a highly organised operations professional who thrives on keeping processes moving, managing multiple priorities, and delivering exceptional client experiences throughout the property transaction lifecycle?

We are looking for a Property Settlements Coordinator to support a fast-growing property buyer’s agency - owning the settlements process end-to-end, from signed contract through to successful settlement.

In this role, you will manage active property files with precision, coordinate with key third parties, maintain CRM accuracy, and ensure every milestone is met on time. You will work closely with the Director and Head of Property Acquisition, enabling the team to stay focused on strategy, client relationships, and growth.

Your Main Responsibilities 

Settlement Coordination & File Management: 

• Manage active property files from signed contract through to settlement.
• Monitor and track finance approval deadlines, building and pest inspection dates, and all key settlement milestones.
• Ensure all required actions are completed accurately and on time, with no file falling through the cracks.

Outbound Calls & Third-Party Coordination: 

• Confidently communicate with Australian-based third parties including building inspectors, real estate agents, mortgage brokers, solicitors, and property managers.
• Coordinate appointments, confirm key information, and proactively progress files through each stage of the settlement process.
• Follow up on outstanding items and escalate delays appropriately.

Client Experience & Communication: 

• Act as a key point of contact for clients throughout the settlement journey.
• Provide timely, proactive updates at each stage of the process.
• Deliver a professional and high-quality client experience from contract to keys.

CRM & Workflow Management: 

• Maintain accurate client records, file notes, and task updates across Monday.com and Agent Hub.
• Keep settlement progress boards, task management systems, and operational trackers current and well-organized at all times.
• Ensure data integrity across all active files and records.

Invoicing & Financial Administration: 

• Prepare and issue client invoices at key stages of the settlement journey.
• Monitor outstanding payments and follow up where necessary.
• Maintain accurate records of payment statuses across all active files.

Operational Support & Reporting: 

• Provide structured daily updates and end-of-day summaries through Microsoft Teams and internal business systems.
• Deliver clear settlement milestone reporting to ensure full visibility across all active matters.

Process Improvement (Settlements-Focused): 

• Assist with refining and improving settlement-specific workflows, templates, and documentation.
• Support CRM and task management improvements directly related to the settlements process as the business scales.

What Your Profile will Look like

Must have: 

• Minimum 1+ years of experience in property administration, real estate support, executive assistance, operations support, virtual assistance, or a similar administrative role.
• Exceptional organizational skills with the ability to manage multiple active files, maintain accuracy, and consistently meet deadlines in a fast-paced environment.
• Strong written and verbal English communication skills, with the confidence to interact professionally with clients, third-party stakeholders, and external service providers.
• Hands-on experience using CRM, workflow, or project management platforms such as Monday.com, ClickUp, Trello, Asana, or similar systems.
• Proven ability to work autonomously in a remote setting, managing multiple competing priorities with minimal supervision.
• Confidence and professionalism when conducting outbound calls and coordinating with Australian-based clients, suppliers, and third parties.

Preferred: 

• Previous experience within the Australian property, real estate, buyer’s agency, conveyancing, property management, or property investment sectors.
• Background or exposure in mortgage broking, lending administration, or financial services — particularly within an Australian context.
• Experience using cloud-based telephony platforms such as Dialpad, RingCentral, Aircall, or similar business communication tools.
• Exposure to process optimisation, workflow automation, or CRM improvements within a property or operations environment.

Benefits of joining the Elephant Teams Family

When you join Elephant Teams, you aren’t just getting a job; you are joining a community of high-performing remote professionals.

• Fully Remote Work: WFH, always. We provide all the equipment you need to succeed.
• Competitive Compensation: A salary package that reflects your technical expertise and level of responsibility.
• Team Events: Join our Sri Lanka-based community for regular in-person team gatherings.
• Professional Growth: Work directly with a high-profile Melbourne brand, lead the implementation of cutting-edge AI, and grow in a fast-paced, international environment.

If you're an organised, proactive operations professional looking to grow with an established property business — we'd love to hear from you.

Submit your application by attaching your resume and answering a few quick questions to help us get to know you better.

Note: You must have legal working rights in Sri Lanka and reside in Sri Lanka to apply for this role.