Job Description

JOB TITLE: Administration/Client Services

HOURS: Monday to Friday, 8:30 am to 5:30 pm

REPORTS TO: Validum Institute Directors

Validum is a prominent Registered Training Organisation based in Rocklea, delivering training to the Real Estate Industry. We pride ourselves on delivering outstanding customer service, and an efficient, outcomes-focussed service to our clients.

This role involves being a key point of contact for current and future students with the company. You will also handle student related enquiries and actively enrol and support students (both new and current). The role requires a person who is well presented for a corporate environment, has a high level of energy and bubbly personality, along with a very dedicated customer focus.

The role is also responsible for ensuring the smooth running of the office on a day to day basis and to provide ongoing support to the Directors. This role also calls for superior communication skills in order to effectively maintain relationships with internal and external stakeholders.
You must be able to work in a fast-paced sales and administrative environment.


  • Management of the administrative functions of the company
  • Provide ongoing support to Directors on a daily basis
  • Overseeing, monitoring and prioritising the workload of Administrative Assistants within the company
  • Ensuring that students are provided with prompt, professional and effective customer service
  • Undertaking student liaison, and providing support and assistance to students (including but not limited to providing general assistance in online portal difficulties, and dealing with extension, refund and withdrawal requests)
  • Monitoring student progress, and following up with students as to course progress, payment of course fee instalments and expiries
  • Diary management for Directors and Trainers and Assessors
  • Coordinating and maintaining Trainer and Assessor roster
  • Coordinating Student Lounge and Boardroom bookings
  • Arranging for building maintenance services to be performed, coordinating office deliveries
  • Creating and preparing office administration and other documentation, templates and reports as requested (including but not limited to administration policy and procedure documents)
  • Overseeing and maintaining the overall cleanliness and tidiness of the office
  • Monitoring and maintaining required levels of stationery and office supplies
  • Collating and issuing tax invoices and receipts
  • Following up on unpaid and overdue invoices
  • Overseeing student enrolment processes and activities
  • Providing general assistance to the Directors and Managers
  • Ad hoc administrative tasks to be performed as part of a team oriented culture such as answering phones, scanning and filing

* The above list is not exhaustive and the role may change to meet the overall objectives of the company.


Where required, assisting the Student Services Manager in:

  • Responding to and managing enquiries from leads and prospective students and addressing questions about courses and pricing
  • Calling and following up perspective student leads
  • Issuing quotes and enrolment emails to prospective students

Where required, filling in for the Receptionist and Administrative Assistant in:..

  • Greeting visitors and clients of the business
  • Front of house reception duties
  • Answering, handling and directing all inbound calls
  • Processing incoming and outgoing emails
  • Handling of incoming mail and preparation of mail to send
  • Processing simple client requests as required
  • Maintaining tidiness, cleanliness and appearance of office and work areas
  • Preparing Student Lounge and Boardroom for meetings and student visits
  • Recording and updating prospective student enquiries in company databases
  • Enrolling students into courses
  • Data entry into company databases and maintenance of records in company databases (including but not limited to entering student information into the company’s student management system and CRM)
  • Creating and maintaining physical and electronic student files (including but not limited to filing, printing and updating of student files and assessments)
  • Finalising student files


  • Energetic, bubbly and professional personality
  • Confident, professional, warm and articulate phone manner
  • Impeccable self-presentation
  • Excellent attention to detail
  • Professional pride in one’s work
  • Resourcefulness and practical problem solving skills
  • Ability to be proactive and exercise initiative
  • Have a continuous improvement mindset
  • Ability to delegate, monitor and supervise junior staff
  • Able to work in a fast-paced environment
  • Reliability
  • Tenacity


  • Must hold current Drivers Licence
  • Awareness of organisational needs and priorities
  • Knowledge of digital and social media communication channels
  • Touch typist
  • Excellent verbal and written communication skills
  • Organisational and time management skills
  • Proficiency in Microsoft Office (including but not limited to Outlook and Word)
  • Proficiency in Xero, Adobe Acrobat and Google Docs (highly regarded but not essential)
  • Real estate or registered training organisation experience (highly regarded but not essential)


  • 2+ years or more relevant experience in an administration and client facing role is desirable


Send your resume to Victor Pisanos, Validum Institute Director at

To discuss this position further, please call Victor Pisanos on (07) 3193 5270.

Please note only successful applicants will be responded to.