Administrator (Operations Coordinator)

Virtual Staff 365; Melbourne; Hybrid; AUD 65,000 - 78,000; Full time

Benefits offered by this job

Permanent work-from-home

Dayshift (AUS business hours)

Full-time job

Annual leave

13-month pay

Government mandated benefits

Job summary

Virtual Staff 365 is seeking an Administrator (Operations Coordinator) in Melbourne to be the central contact for maintenance work. You will manage work orders, coordinate site visits and communicate with tenants, property managers and contractors.

Key responsibilities include handling inquiries, creating jobs, scheduling site inspections, coordinating invoices and maintaining task lists. The role requires 2+ years in admin/ops with strong English and MS 365 skills.

Qualifications

• At least 2 years in business administration, scheduling or operations support.
• Advanced spoken and written English with a professional telephone manner.
• Proficient in Microsoft 365, Outlook, Teams, Word and Excel.
• Ability to handle multiple maintenance jobs and manage deadlines independently.
• Strong organisational and customer service skills with reliable follow-through.

Responsibilities

• Enquiry and Work Order Management: monitor inbox, create maintenance jobs, record property details, maintain statuses.
• Scheduling and Coordination: handle calls, coordinate site inspections, arrange subcontractor appointments, follow up on enquiries.
• Job Progression and Administration: chase reports, collate documents, prepare service reports and coordinate invoices, maintain daily task lists.

Skills

Organisational skills

Customer service

Deadline management

Communication skills

Telephone manner

Education

Administration/Operations or Property Management qualification

Tools

Microsoft 365

Outlook

Teams

Word

Excel

Job 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

• 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

• 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