{"id":3129633,"url":"https://alion.io/job/virtual-staff-365-administrator-operations-coordinator","title":"Administrator (Operations Coordinator)","company":{"id":3703,"name":"Virtual Staff 365","domain":"virtualstaff365.com","url":"https://alion.io/company/virtual-staff-365","size_band":null,"is_staffing_agency":false,"employer_type":"direct","is_intermediary":false,"listed_via":null,"ats_vendor":"Workable","truth_index":{"grade":"A","score":96,"open_postings":4,"ghost_share":0,"stale_share":0,"repost_share":0.25,"time_to_fill_p50_days":41,"computed_at":"2026-10-24T06:02:35Z"}},"role":"Administrative","role_family":"Administrative","seniority":null,"employment_type":"full_time","work_mode":"remote","remote_scope":"stated_countries","remote_scope_basis":"board_field","remote_working_hours":{"label":"ET","utc_offset_min":-5,"utc_offset_max":-5},"hiring_geo_confidence":"structured","locations":[],"countries":[],"hiring_countries":["PH"],"hiring_countries_total":1,"salary":null,"salary_estimate":{"min_usd":8500,"max_usd":17000,"period":"year","method":"role_country_seniority_unknown","sample_n":89},"experience_years_min":null,"visa_sponsorship":false,"relocation_package":false,"has_equity":false,"technologies":[{"name":"Outlook","optional":false},{"name":"ChatGPT","optional":true},{"name":"Copilot","optional":true},{"name":"Xero","optional":true}],"status":"live","first_seen_at":"2026-10-23T03:14:58Z","employer_posted_date":"2026-10-23","last_verified_at":"2026-10-24T15:36:44Z","board_verified":true,"closed_at":null,"days_open":1,"trust":{"level":"ok","repost_count":null,"flags":[],"days_open":1},"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.\nThey 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.\nJob Responsibilities\nEnquiry and Work Order Management\nMonitor the shared inbox and respond to routine maintenance enquiries\nCreate maintenance jobs from incoming work orders accurately\nRecord property details, scope notes and supporting attachments into the system\nMaintain active job statuses and activity history\nScheduling and Coordination\nHandle inbound and outbound calls with clients, tenants and property managers\nCoordinate site inspections and confirm access times with occupants\nArrange approved subcontractor appointments and manage any calendar changes\nFollow up on unanswered enquiries and request missing information\nJob Progression and Administration\nChase site inspection reports, outstanding supplier details and quote approvals\nCollate completion documentation, photographs and compliance records\nPrepare job service reports and coordinate approved invoices\nMaintain daily task lists and provide concise summaries of overdue actions\nRequirements\nAt least 2 years of experience in business administration, scheduling or operations support\nAdvanced spoken and written English with a professional telephone manner\nIntermediate to advanced proficiency in Microsoft 365, Outlook, Teams, Word and Excel\nAbility to handle simultaneous maintenance jobs and independently manage deadlines\nStrong organisational and customer service skills with reliable follow-through\nNice-to-Have Skills\nExperience supporting Australian property managers, real estate teams or trade businesses\nIntermediate experience using Tradify, ServiceM8, Simpro or similar job management software\nBasic awareness of Xero invoice documentation and integrated workflows\nRelevant qualifications in administration, operations or property management\nBasic familiarity with approved AI tools such as ChatGPT or Microsoft Copilot for administrative tasks\nBenefits\nPermanent work-from-home set-up\nDayshift (Australian Eastern Standard Time business hours)\nFull-time job\nHMO (STAFF only)\nAnnual leave\n13-month pay\nWith Government mandated benefits","description_format":"text","description_chars":2639,"description_truncated":false,"requirements":{"experience_years_min":null,"management_years_min":null,"team_size_min":null,"manages_managers":false,"education":null,"security_clearance":false,"languages":[{"language":"English","level":"All levels","optional":false}]},"benefits":["Annual leave"],"hiring_locations":[{"name":"Philippines","iso":"PH","kind":"country"}],"hiring_excludes":[],"relocation_offered":false,"industries":["Virtual Assistant Services","Recruiting & Staffing"],"lifecycle":[{"event":"open","at":"2026-10-23T03:14:58Z"}],"visa":[],"liveness":{"score":90,"band":"hot","label":"Hiring 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