Administrator (Operations Coordinator)
V
Virtual Staff 365Property maintenance
Workable workplace: remote; Workable locations: Philippines, Dayshift (Australian Eastern Standard Time business hours)Full-TimeJunior
Salary13-month pay
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Job Details
- Languages
- Advanced spoken and written English
- Experience
- At least 2 years of experience in business administration, scheduling or operations support
- Required Skills
- Microsoft ExcelCustomer service
Requirements
- At least 2 years of experience in business administration, scheduling or operations support.
- Advanced spoken and written English with a professional telephone manner.
- Intermediate to advanced proficiency in Microsoft 365, Outlook, Teams, Word and Excel.
- Ability to handle simultaneous maintenance jobs and independently manage deadlines.
- Strong organisational and customer service skills with reliable follow-through.
- Nice to have: experience supporting Australian property managers, real estate teams or trade businesses.
- Nice to have: intermediate experience using Tradify, ServiceM8, Simpro or similar job management software.
- Nice to have: basic awareness of Xero invoice documentation and integrated workflows.
- Nice to have: relevant qualifications in administration, operations or property management.
- Nice to have: basic familiarity with approved AI tools such as ChatGPT or Microsoft Copilot for administrative tasks.
Responsibilities
- Monitor the shared inbox and respond to routine maintenance enquiries.
- Create maintenance jobs from incoming work orders and record property details, scope notes and supporting attachments.
- Maintain active job statuses and activity history.
- Handle inbound and outbound calls with clients, tenants and property managers.
- Coordinate site inspections and confirm access times with occupants.
- Arrange approved subcontractor appointments and manage calendar changes.
- Follow up on unanswered enquiries and request missing information.
- Chase site inspection reports, outstanding supplier details and quote approvals.
- Collate completion documentation, photographs and compliance records, and prepare job service reports.
- Coordinate approved invoices, maintain daily task lists and provide concise summaries of overdue actions.
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