Settlement & Operations Coordinator – Settlement & Client Success Support for a

Position Available: Settlement & Operations Coordinator

Location: Remote; Sri Lanka

Hours: Full-time – 5:30am - 1:30pm, IST Colombo time

Are you a highly organized operations professional who thrives on keeping processes moving, managing multiple priorities, and delivering exceptional client experiences?

We are looking for a Settlement & Operations Coordinator to support a fast-growing property buyer’s agency.

In this role, you will become the operational backbone of the business — managing settlement coordination, client communications, CRM administration, and workflow tracking to ensure every property transaction runs smoothly from contract through to settlement and beyond.

You will work closely with the Director and Head of Property Acquisition, helping streamline operations while allowing the team to focus on sales, strategy, and property sourcing.

Your Main Responsibilities

• Settlement Coordination & File Management: Take ownership of active settlement files from signed contract through to settlement. Track finance due dates, building & pest inspections, settlement milestones, and ensure all deadlines are met accurately.
• Back-Book & Client Retention Support: Manage ongoing post-settlement client touchpoints, run periodic property valuation reviews for existing clients, and support the team in identifying re-engagement opportunities to drive client retention and repeat business.
• Client Success & Communication: Manage client communications throughout the settlement process while maintaining a professional and proactive client experience. Coordinate follow-ups and ongoing client touchpoints post-settlement.
• CRM & Workflow Management: Maintain and update workflows across Monday.com and Agent Hub. Ensure client records, settlement updates, and operational tracking boards remain accurate and up to date.
• Invoicing & Financial Administration: Generate and issue client invoices at key milestones, track outstanding payments, follow up where required, and maintain accurate records of payment status across active files.
• Operational Support & Reporting: Provide structured daily updates, end-of-day summaries, and milestone reporting through Microsoft Teams and internal systems.
• Process Improvement & Automation Support: Assist in refining operational workflows, maintaining templates, improving documentation, and supporting CRM automation initiatives as the business scales.
• Outbound Calls & Third-Party Coordination: Confidently make outbound calls and Liaise to Australian-based third parties (inspectors, agents, brokers, property managers) to schedule appointments, confirm details, and progress files through to settlement.

What Your Profile will Look like

• Must have: 2+ years of experience in property administration, real estate support, executive assistance, operations coordination, or virtual assistant roles.
• Must have: Strong organizational and multitasking skills with excellent attention to detail and deadline management.
• Must have: Excellent written and verbal English communication skills with the ability to communicate professionally with clients and third parties.
• Must have: Experience working with CRM or project management systems such as Monday.com, ClickUp, Trello, or similar platforms.
• Must Have: Ability to work independently in a fast-paced remote environment while managing multiple active files simultaneously.
• Must have: Confidence and professionalism when making outbound calls to Australian-based clients and third parties.
• Preferred: Experience within the Australian real estate, buyer’s agency, conveyancing, or property investment industry.
• Preferred: Exposure to workflow automation systems, CRM migrations, or operational process improvement initiatives.
• Preferred: Experience using cloud-based business phone systems such as Dialpad, RingCentral, or similar.
• Preferred: Working knowledge of Microsoft 365 tools, particularly Outlook, Teams, and SharePoint.

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 organized, 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.