VA / Operations Coordinator - URGENT x2 (AU Operations)

Ramos Garcia and Associates Pty Ltd; Quezon City; On-site; PHP 320,000 - 520,000; Full time

Benefits offered by this job

13th Month Pay

Free lunch

Government-mandated benefits

Career growth opportunities

Job summary

Fig Advisory is hiring a highly organized VA / Operations Coordinator to support Australian client operations from the Philippines. The role focuses on admin, scheduling, service coordination, and documentation, with hands-on use of Simpro.

You will work with operations managers, technicians, and clients to ensure smooth job flow, accurate records, and timely updates. Strong English and multi-tasking skills are essential for success.

Qualifications

• Experience as a Virtual Assistant or Operations Coordinator.
• Hands-on experience using Simpro.
• Knowledge of scheduling and service coordination.
• Strong English communication and data entry skills.

Responsibilities

• Manage and update job records, customer and supplier details in Simpro.
• Create, update, and monitor jobs, work orders and service requests.
• Coordinate scheduling and dispatch of technicians.
• Maintain accurate job statuses, notes and attachments.
• Prepare reports from Simpro and monitor progress.
• Coordinate daily operations and liaise with clients and teams.
• Handle emails and general administrative tasks.

Skills

VA / Operations Coordinator

Simpro

Scheduling

Communication

Data entry

Tools

Simpro

Job description

VA / OPERATIONS COORDINATOR

Fig Advisory | Onsite - Philippines | Full-Time | AU Shift

Join One of the 2026 Best Workplaces in the Philippines!

Fig Advisory is proud to be recognised as one of the 2026 Best Workplaces in the Philippines. We are an Australian-managed company that works as an extension of our clients’ businesses, providing dedicated professional support and operational services.

We are looking for a highly organised, proactive, and detail-oriented VA / Operations Coordinator with hands‑on experience using Simpro to support the day‑to‑day operations of our Australian clients.

About the Role

As a VA / Operations Coordinator, you will provide administrative and operational support, helping ensure that daily workflows, job scheduling, service coordination, and documentation are handled efficiently.

You will work closely with operations managers, technicians, clients, and other stakeholders to coordinate jobs, maintain accurate records, monitor schedules, and follow up on outstanding tasks.

The ideal candidate has practical experience with Simpro, understands service and trade business operations, and can confidently manage multiple priorities while maintaining accuracy and efficiency.

Key Responsibilities

Simpro System Management

• Use Simpro to manage and update job records, customer details, supplier information, and operational data.

• Create, update, and monitor jobs, work orders, and service requests.

• Assist with job scheduling, allocation, and coordination of technicians.

• Maintain accurate job statuses, notes, attachments, and supporting documentation.

• Generate and update reports through Simpro.

• Monitor job progress and follow up on outstanding tasks and actions.

• Ensure information entered into Simpro is accurate and up to date.

Operations and Job Coordination

• Coordinate daily operational activities and ensure jobs are progressing according to schedule.

• Assist with scheduling and dispatching technicians for service and maintenance work.

• Monitor job completion, outstanding work, and upcoming appointments.

• Liaise with technicians, subcontractors, suppliers, and clients regarding job requirements and updates.

• Follow up on delays, scheduling changes, and operational issues.

• Escalate urgent matters to the appropriate operations personnel.

Administrative and Virtual Assistance

• Manage emails, correspondence, and general administrative enquiries.

• Prepare quotations, purchase orders, work orders, and other operational documents as required.

• Maintain digital records, spreadsheets, and client information.

• Assist with data entry, document preparation, and reporting.

• Organise meetings, appointments, and follow‑up actions.

• Provide general administrative support to the operations team.

Customer and Stakeholder Coordination

• Communicate professionally with clients regarding job schedules, service updates, and enquiries.

• Coordinate with internal teams to ensure timely service delivery.

• Follow up on outstanding approvals, documentation, and job requirements.

• Maintain positive working relationships with clients, suppliers, and service teams.

Qualifications, Skills & Experience

• Previous experience as a Virtual Assistant, Operations Coordinator, Service Coordinator, or in a similar administrative role.

• Hands‑on experience using Simpro is highly preferred.

• Good understanding of Simpro job management, scheduling, work orders, and operational workflows.

• Experience supporting Australian trade, construction, electrical, plumbing, HVAC, or maintenance businesses is an advantage.

• Familiarity with job scheduling, technician coordination, service management, and work order processing.

• Strong administrative, organisational, and time‑management skills.

• Excellent written and verbal English communication skills.

• Proficient in Microsoft Office, particularly Excel, Word, and Outlook.

• Ability to manage multiple tasks, prioritise workloads, and meet deadlines.

• Strong attention to detail and accuracy in data entry and documentation.

• Comfortable working independently and coordinating with Australian‑based teams.

Character & Work Ethic

We are looking for someone who demonstrates:

• Ownership: Takes responsibility for assigned tasks and ensures operational activities are followed through.

• Discipline: Maintains accurate records, follows processes, and consistently meets deadlines.

• Hunger: Shows initiative, willingness to learn, and drive to improve operational efficiency.

• Communication: Provides clear and timely updates to clients, technicians, and internal teams.

• Problem‑Solving: Identifies operational issues and takes initiative to find practical solutions.

• Organisation: Can manage competing priorities while keeping tasks and schedules on track.

• Adaptability: Works effectively in a fast‑paced environment and adjusts to changing operational requirements.

Compensation & Benefits

• Competitive salary package.

• 13th Month Pay.

• Government‑mandated benefits.

• Leave credits.

• Free lunch every Monday, Wednesday, and Friday.

• Opportunities for professional development and career growth.

• Supportive and growth‑focused working environment.

Why Join Fig Advisory?

At Fig Advisory, we believe in building a workplace where people can grow, contribute, and make a meaningful impact. We value Hunger, Discipline, and Ownership in everything we do.

Be part of a team that supports Australian businesses while building a rewarding career in a professional and collaborative environment.

Important: This is a full‑time, onsite position based in the Philippines, working on an Australian shift. Work‑from‑home arrangements are not available.