Administrator (Operations Coordinator)

Virtual Staff 365; United States; Remote; USD 42,000 - 49,000; Full time

Benefits offered by this job

Annual leave

13-month pay

HMO (STAFF only)

Government mandated benefits

Job summary

Virtual Staff 365 is seeking an Administrator (Operations Coordinator) for a Melbourne‑based property maintenance and contractor coordination service. You will be the central administrative contact for maintenance work, managing work orders, coordinating site visits and proactively communicating with tenants, property managers and contractors.

Key duties include handling enquiries, creating jobs from work orders, recording property details, scheduling, coordinating site inspections, tracking

Qualifications

• 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.

Responsibilities

• Enquiry and Work Order Management: monitor inbox, respond to routine enquiries.
• Create maintenance jobs from incoming work orders accurately.
• Record property details, scope notes and attachments into the system.
• Maintain active job statuses and activity history; scheduling and coordination.
• Handle calls with clients, tenants and property managers; coordinate site inspections.
• Arrange approved subcontractor appointments and manage calendar changes.
• Follow up on unanswered enquiries and request missing information.
• Job progression and administration: chase reports, supplier details and quotes; collate documents.
• Prepare job service reports and coordinate approved invoices; maintain daily task lists.

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 ResponsibilitiesEnquiry 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