Administrator (Operations Coordinator)
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Description
Our client is a Melbourne-based property maintenance and contractor coordination business. They provide a comprehensive range of maintenance services including trade repairs, minor renovations and site upkeep for residential and commercial property managers, real estate agencies and landlords.
They are now seeking to hire a Administrator (Operations Coordinator) to act as the central administrative contact for all maintenance work. This role exists to ensure seamless service delivery by managing work orders, coordinating site visits and proactively communicating with tenants, property managers and contractors.
Job Responsibilities
Enquiry and Work Order Management
- Monitor the shared inbox and respond to routine maintenance enquiries
- Create maintenance jobs from incoming work orders accurately
- Record property details, scope notes and supporting attachments into the system
- Maintain active job statuses and activity history
Scheduling and Coordination
- 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 any calendar changes
- Follow up on unanswered enquiries and request missing information
Job Progression and Administration
- Chase site inspection reports, outstanding supplier details and quote approvals
- Collate completion documentation, photographs and compliance records
- Prepare job service reports and coordinate approved invoices
- Maintain daily task lists and provide concise summaries of overdue actions
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 Skills
- Experience supporting Australian property managers, real estate teams or trade businesses
- Intermediate experience using Tradify, ServiceM8, Simpro or similar job management software
- Basic awareness of Xero invoice documentation and integrated workflows
- Relevant qualifications in administration, operations or property management
- Basic familiarity with approved AI tools such as ChatGPT or Microsoft Copilot for administrative tasks
Benefits
- Permanent work-from-home set-up
- Dayshift (Australian Eastern Standard Time business hours)
- Full-time job
- HMO (STAFF only)
- Annual leave
- 13-month pay
- With Government mandated benefits
Skills
As published by workable · 24 questions · 2 written answers
Basics
First name, Last name, Email, Headline, Phone, Address, Summary, Resume, Cover letter
Short answers (5)
- If you are shortlisted, we would like to contact you on Google Chat or MS Teams. Please provide your email ID ("MS Teams - sample@email.com")
- Please provide a link to your LinkedIn profile account.
- Do you currently have any full-time, part-time, or side commitments? If yes, how much notice do you need to render, and how soon would you be able to start and fully commit to this role?
- Will you require maternity/paternity leave within the next 12 months? If not, then do you have any prior planned leaves? Please specify.
- What is your current internet service provider, and what alternative or back-up internet connection do you have in place?
Pick from a list (14)
- We’re seeking someone who can dedicate themselves fully to the role. Please apply only if you are not currently employed in another full-time position or can transition out of it before starting. Can you confirm that you’ll be available to start this role without any conflicting commitments, including part-time, full-time, or freelance work?
- Please note that as a requirement, we will implement a Time Tracker system. Its purpose is to ensure transparency for our clients, indicating our active involvement in our tasks, and to maintain an accurate record of daily working hours. Could you please confirm your willingness to use this system?
- If you are hired by us, you will be engaged under a Philippines Employment Model contract, which means your government-mandated benefits will be fully covered and seamlessly managed on your behalf. Would you be comfortable with this arrangement?
- Do you have at least 2 years of experience in business administration or operations support?
- Do you have experience working in the property maintenance, real estate or trades industry?
- Do you have experience managing incoming enquiries and processing work orders?
- Do you have experience coordinating appointments and scheduling site visits?
- Are you comfortable making outbound calls to clients and tenants?
- Do you have experience chasing outstanding documentation and following up on job progress?
- Do you have experience using job management software such as Tradify, ServiceM8 or Simpro?
- How many monitor/s do you have available?
- I hereby authorise VirtualStaff365 to contact my previous employers, supervisors, and references for the purpose of verifying my employment history and qualifications. I consent to the collection and processing of my personal data in accordance with the Philippines’ Data Privacy Act of 2012 (Republic Act No. 10173).
- Please note that an active NBI clearance is required before we can process your application. Candidates without an active NBI clearance will not be considered until they obtain one. Do you understand and agree to this requirement?
- Do you currently have an active NBI clearance?
Written answers (2)
- In 100 words, please tell us about those experiences you had that is related to this role.
- If Only Applicable: If you selected "HIT", please briefly state the reason for the HIT (if known), and how many working days you were advised it would take to process. Write N/A if not applicable.
Attachments (3)
- Please attach a screenshot of your PC/Laptop specs.
- Please upload a screenshot of your internet speed test result using this link: https://fiber.google.com/speedtest/. STEPS: (1) Use Google Chrome browser (2) go to https://fiber.google.com/speedtest/ (3) Change the server to any Melbourne/Sydney provider (4) run the speed test (5) take a screenshot.
- Please upload a digital copy of your valid NBI Clearance. We also accept a screenshot of your NBI appointment or a valid Police Clearance as an alternative.