Administrator – Operations Coordinator

This is a fully remote position, open to applicants in Philippines.

📋 Description

• Oversee the shared inbox and address routine maintenance inquiries.

• Accurately create maintenance jobs from incoming work orders.

• Input property details, scope notes, and supporting documents into the system.

• Keep active job statuses and activity history updated.

• Manage inbound and outbound communications with clients, tenants, and property managers.

• Organize site inspections and verify access times with occupants.

• Schedule approved subcontractor appointments and handle calendar adjustments.

• Follow up on pending inquiries and request any missing information.

• Pursue site inspection reports, outstanding supplier information, and quote approvals.

• Gather completion documentation, photographs, and compliance records.

• Generate job service reports and coordinate the processing of approved invoices.

• Maintain daily task lists and provide clear summaries of overdue actions.

⛳️ Requirements

• Minimum of 2 years of experience in business administration, scheduling, or operational support.

• Proficient spoken and written English with a professional telephone demeanor.

• Intermediate to advanced skills in Microsoft 365, including Outlook, Teams, Word, and Excel.

• Capability to manage multiple maintenance jobs concurrently and independently meet deadlines.

• Strong organizational and customer service skills with dependable follow-through.

• Experience assisting Australian property managers, real estate teams, or trade businesses.

• Intermediate experience with job management software such as Tradify, ServiceM8, Simpro, or similar.

• Basic understanding of Xero invoice documentation and integrated workflows.

• Relevant qualifications in administration, operations, or property management.

• Basic familiarity with approved AI tools like ChatGPT or Microsoft Copilot for administrative functions.

🏝️ Benefits

• Permanent remote work arrangement.

• Day shift hours (Australian Eastern Standard Time business hours).

• Full-time employment.

• Health Maintenance Organization (STAFF only).

• Annual leave entitlement.

• 13th-month pay.

• Includes government-mandated benefits.