Buying Coordinator

About Australian Property Scout (APS)

At Australian Property Scout, we aren't just another property agency; we are life-changers. We specialise in sourcing high-performance investment properties, guiding our clients with a blend of data-driven expertise and genuine empathy. We are a high-growth, high-performance team dedicated to excellence.

About the role

The Buying Coordinator owns the contract and administrative engine that sits between a deal being secured and the contract being exchanged. The role vets and forms contracts, prepares deal briefs, provides direct administrative support to Buyers Agents, and calls clients on behalf of Buyers Agents to present secured deals and guide them to a confident, informed decision. It carries the client care of a relationship seat and the zero-error standard of a compliance seat at the same time. You will be on the phone helping clients feel sure about one of the biggest decisions they will make, and you will be vetting legal documents where guesswork is not forgiven.

Key responsibilities

• Conduct thorough vetting of property contracts for the buying team to identify inconsistencies or legal risks

• Review disclosure statements and supporting materials to identify missing information or non-compliant terms

• Provide neutral, objective feedback and flag red flags to the buying team to mitigate potential liability

• Prepare and amend contracts following conveyancer review: insert buyer details and make amendments as instructed by the conveyancer in writing, with the client to confirm

• Confirm lease details are correct in the contract prior to sending for signing

• Call clients on behalf of Buyers Agents to present secured deals and support them to an informed decision

• Walk clients through the deal brief, cash flow position, reports and vacancy data with confidence and clarity

• Keep in regular contact with undecided clients, answering questions and helping them reach a decision they feel good about

• Prepare deal brief emails including all necessary deal information, cash flow sheets, photos, reports and vacancy rate attachments

• Obtain and record rental appraisals and lease agreements from the selling agent or property manager

About you

• Proven ability to handle high volume while maintaining extreme attention to detail

• Strong phone confidence and the ability to explain detailed information clearly, so clients feel sure of their next step

• Clear, professional communication for liaising with third parties and feeding back to internal teams

• Demonstrated accuracy handling legal, contractual or financial documentation

• CRM experience, with Zoho highly regarded

• Self-discipline and autonomy, with the ability to maintain a zero-error rate under pressure

Why Join APS?

• 100% Remote: Work from anywhere in Australia with total autonomy.

• Personal Growth: We prioritise your personal portfolio growth and professional development.

• High-Performance Culture: Work with a team that celebrates milestones and moves fast.

• Impact: Your care and precision directly protect the financial futures of our clients.