Administrator – Operations Coordinator

Job not on LinkedIn

🔥 4 minutes ago

🇵🇭 Philippines – Remote

⏰ Full Time

🟢 Junior

🟡 Mid-level

⚙️ Operations

🚫👨‍🎓 No degree required

👻 Ghost score 25%

What it means: how likely this posting is sitting open without active hiring.How to read it: 60% or higher means we think this is a ghost. Lower scores are less of a worry.How we score it: age, reposts, open roles vs team size, how fast jobs close, and whether pay is listed.Fine print: an estimate from public data, not a judgment of the company. Real jobs can score high, so treat it as a hint, not a fact.

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VirtualStaff365

WebsiteLinkedInAll Job Openings

51 - 200 employees

Founded 2009

🤝 B2B

☁️ SaaS

👥 HR Tech

B2B • SaaS • HR Tech

VirtualStaff365 is a Melbourne-based company specializing in virtual staff outsourcing solutions. They help Australian businesses save time and reduce staffing costs by providing professional and cost-effective offshore staffing solutions from the Philippines and South Africa. VirtualStaff365 offers a wide range of virtual assistant services, including customer service, data entry, graphic design, web and software development, and more. Their solutions enable businesses to increase operational efficiency and scale quickly while offering a no-risk guarantee.

📋 Description

• 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

• 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

• 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