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 Maint