Administrative Assistant at InfoTrack in Melbourne, Victoria, AU

Who we are?

InfoTrack is a leading SaaS technology innovator that is helping a range of professionals, businesses and individuals in a digital age. We care about what we do and the people we work with. We partner with our clients to identify their challenges and constantly look for ways to evolve our products to maximise their impact.

The Role

We are seeking a detail-oriented and organised Admin Assistant to support our conveyancing team. This role is focused on conducting due diligence checks post-contract exchange and assisting with the setup and management of electronic settlements. You will play a key role in ensuring accuracy, compliance, and a seamless settlement process for our clients

About you

You’re organised, detail-focused and eager to learn, with a can-do attitude and strong communication skills. Whether you’re a recent graduate, returning to work, or starting your first corporate role, you thrive in fast-paced environments, manage tasks efficiently, and build strong relationships with clients and colleagues. You’re proactive, reliable, and ready to support the Settlement Support Officer to keep settlements running smoothly.

Key Roles and Responsibilities

• Provide administrative support across the conveyancing process as required.
• Conduct due diligence checks following contract exchange, including review of Client Authorisation Form (CAF), Verification of Identity (VOI), Contract for Sale, and other supporting legal documentation. (Full training provided).
• First point of contact to ensure all documentation meets compliance and regulatory requirements.
• Liaise with Legal and Settlement Support Team to support matter progression and identify any outstanding requirements or discrepancies.
• Monitor and update files to ensure timelines and settlement requirements are met in line with office procedures.
• Meet strict deadlines in a high-volume, time-sensitive environment.
• Create and manage PEXA workspaces, ensuring accurate and timely data entry to progress matters towards settlement.

Skills, Knowledge and Experience:

• Strong administrative and data entry skills.
• Exceptional grammar and written skills.
• Excellent presentation, phone manner and communication skills.
• Great team player with passion and desire to make a difference.

The Rewards and Culture

What We Offer:

Personal Development We have a rich history of providing people with growth opportunities throughout their InfoTrack journey. We provide our people with professional development plans, technical training, leadership programs, and clear career progression opportunities.

Reward & Recognition We have a culture of recognising the contributions of our people and rewarding them for their impact. We have various formal recognition programs as well as access to our employee share scheme. We put an emphasis on staff happiness, so we have a well-stocked snack cupboard, weekly catered lunches, free breakfast every morning and locally based social committees that drive events for each office including a Table Tennis competition.

Health & Wellbeing We care about our people’s well-being and that is why we offer a range of benefits including fully covered gym memberships, monthly in-house massages, progressive leave policies and access to an Employee Assistance Program.

Join a company that puts people first, where your contributions are valued, and your potential is supported every step of the way. Apply now or message us directly to find out more!

At InfoTrack we are a diverse workforce and we’re proud to be an equal opportunity employer. We believe our differences make us stronger. We therefore encourage applications from Aboriginal and Torres Strait Islander people and people of all cultures, abilities, sex, and genders.