Admin and Operations Support

VA Masters; Imus; On-site; PHP 279,000 - 391,000; Full time

Job summary

VA Masters in the Philippines seeks an Administrative and Operations Support specialist to act as the central coordinator between our property manager, maintenance contractors, and guests. You will own processes from start to finish, ensuring nothing falls through the cracks and maintaining proactive communication.

You will work with AI-powered tools to streamline daily operations, schedule repairs and turnovers, and help onboarding new properties into the growing portfolio.

Qualifications

• Proven experience in administrative support, operations coordination, or a similar role.
• Excellent spoken and written English, with confidence making and handling phone calls.
• Strong organizational and follow-through skills, with the ability to track many open items at once.
• Experience coordinating with multiple parties such as contractors, vendors, or clients.
• Comfortable using task management tools, email, and shared documents.
• Meticulous with the details, able to set your own pace without close oversight.
• Strong communication skills and a proactive approach to updates and problem-solving.

Responsibilities

• Work with the property manager and maintenance contractors to schedule repairs, cleanings, and property turnovers
• Talk with guests and tenants to answer inquiries, address concerns, and resolve issues quickly
• Place and take phone calls with contractors, vendors, guests, and other contacts
• Track open tasks, maintenance requests, and follow-ups so each item is completed
• Maintain and prioritize a running list of administrative and operational to-dos
• Keep organized records of vendor contacts, maintenance history, and property communications
• Give the owner regular status updates on open items, issues, and completed work
• Work alongside AI-powered tools and automated systems as part of daily operations
• Help set up operational processes as new properties join the portfolio

Skills

Administrative support

Operations coordination

English communication

Organization & follow-through

Vendor/contractor coordination

Task management tools

Proactive problem-solving

Job description

Job Summary:

A growing property portfolio only runs smoothly when someone keeps every repair, turnover, and guest message moving, and a proactive Admin and Operations Support specialist will do exactly that for ours. You will serve as the central coordination point between our property manager, maintenance contractors, and guests, making sure nothing falls through the cracks. A confident communicator who likes keeping moving parts on track and can own a process from start to finish is an excellent fit.

Key Responsibilities:

• Work with the property manager and maintenance contractors to schedule repairs, cleanings, and property turnovers
• Talk with guests and tenants to answer inquiries, address concerns, and resolve issues quickly
• Place and take phone calls with contractors, vendors, guests, and other contacts
• Track open tasks, maintenance requests, and follow-ups so each item is completed
• Maintain and prioritize a running list of administrative and operational to-dos
• Keep organized records of vendor contacts, maintenance history, and property communications
• Give the owner regular status updates on open items, issues, and completed work
• Work alongside AI-powered tools and automated systems as part of daily operations
• Help set up operational processes as new properties join the portfolio

Mandatory Skills:

• Proven experience in administrative support, operations coordination, or a similar role
• Excellent spoken and written English, with confidence making and handling phone calls
• Strong organizational and follow-through skills, with the ability to track many open items at once
• Experience coordinating with multiple parties such as contractors, vendors, or clients
• Comfortable using task management tools, email, and shared documents
• Dependable at following through, meticulous with the details, and comfortable setting your own pace without close oversight
• Strong communication skills and a proactive approach to updates and problem-solving

Preferred Skills:

• Experience in property management, vacation rentals, or real estate administration
• Familiarity with short-term rental platforms such as Airbnb or VRBO
• Background in customer service or guest relations
• Comfort working with AI tools and automated workflows
• Experience with outbound calling, lead follow-up, or marketing support
• Able to keep several projects moving side by side, checking in regularly so nothing stalls

Why Join Us:

Step into the role of trusted right hand for a growing real estate portfolio, working directly with the owner in a tech-forward environment. As the portfolio expands, so will your chances to take on new responsibilities and grow your role. If you love bringing order to busy operations, we would love to hear from you.