Administrator (Operations Coordinator)

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 Responsibilities
Enquiry 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

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

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

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

Originally posted on Himalayas