Administrator – Operations Coordinator

VirtualStaff365

. Monitor the shared inbox and respond to routine maintenance enquiries .

Posted 10/23/2026full-timeRemote • PhilippinesJuniorMid-LevelWebsite

Core Competencies

Role fit

Core Competencies

Use this summary to align your resume positioning with the role.

Demonstrates strong organisational and customer service skills while managing multiple maintenance jobs and deadlines. Proficient in Microsoft 365 and experienced in supporting property management operations.

Highest-signal resume keywords

Business Administration ExperienceMicrosoft 365 ProficiencyJob Management Software ExperienceCustomer Service SkillsProperty Management Support Experience

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills

Job CreationTask ManagementDocumentation ManagementReport PreparationCompliance Record Keeping

Soft Skills

Organisational SkillsProfessional Telephone MannerReliable Follow-Through

Tools & Technologies

Microsoft OutlookMicrosoft TeamsMicrosoft WordMicrosoft ExcelTradifyServiceM8SimproXero

Certifications & Qualifications

Qualifications in AdministrationQualifications in OperationsQualifications in Property Management

Industry Keywords

Property ManagementReal EstateTrade BusinessesMaintenance EnquiriesSite Inspections

About the role

Key responsibilities & impact

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
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 calendar changes
Follow up on unanswered enquiries and request missing information
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

What you’ll need

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
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

Comp & perks

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