We are seeking a highly organized, proactive, and detail-oriented Virtual Operations Coordinator, Executive Assistant & Social Media Manager to support the day-to-day operations of an Australian property maintenance business.
This is a multifaceted role combining maintenance job coordination, administrative support, executive assistance, customer service, and social media management. You will work closely with the company directors to ensure maintenance requests are tracked, schedules are organized, communications are handled professionally, and administrative tasks are completed efficiently.
The ideal candidate is dependable, takes ownership of responsibilities, communicates confidently in English, and can manage competing priorities independently.
Operations & Job Coordination
- Monitor and manage the business inbox, prioritising enquiries and following up outstanding requests.
- Create, update, and track maintenance jobs in Tradify.
- Maintain accurate property records, job details, tenant information, and supporting documentation.
- Coordinate tenant access, appointments, site visits, and maintenance schedules.
- Liaise with property managers, tenants, and approved subcontractors.
- Track job completion documents, photographs, reports, and outstanding administrative requirements.
- Prepare service reports using established templates and distribute approved documents.
- Escalate urgent matters and operational issues to the directors.
Executive & Administrative Support
- Manage calendars, appointments, meetings, and reminders for company directors.
- Organise business documents, records, and digital files.
- Follow up outstanding action items and support daily operational priorities.
- Maintain task trackers and prepare daily operational summaries.
- Identify administrative bottlenecks and suggest improvements to existing workflows.
Customer Service & Communication
- Handle incoming and outgoing business calls professionally.
- Respond to routine enquiries and maintenance requests.
- Provide authorised updates to clients and relevant stakeholders.
- Follow up outstanding quotations, approvals, and correspondence.
- Ensure sensitive, urgent, or commercial matters are escalated appropriately.
Social Media Management
- Assist with managing the business's Instagram, Facebook, and LinkedIn accounts.
- Adapt and refine supplied content, photographs, and marketing materials for publication.
- Create branded graphics and edit short-form videos as required.
- Write captions, schedule posts, and maintain a consistent brand presence.
- Monitor comments, messages, and incoming social media enquiries.
- Coordinate lead follow-ups and prepare social media performance reports.
- Research relevant trends and opportunities to improve online engagement.
Existing content and materials are expected to be provided for adaptation and refinement; the role is not primarily focused on creating all content from scratch.
Requirements
Qualifications & Requirements
- Proven experience in operations coordination, administration, executive assistance, or a similar support role
- Hands-on experience with Tradify is strongly preferred.
- Experience with maintenance coordination, property management, trades, construction, or a related industry is an advantage.
- Strong proficiency in Microsoft Outlook and Microsoft 365.
- Experience supporting business owners or company directors.
- Excellent written and spoken English, with confidence communicating professionally with Australian stakeholders.
- Strong organisational skills and the ability to manage multiple priorities independently.
- Experience managing business social media accounts, including content scheduling and engagement.
- Proficiency in Canva and video-editing tools.
- High attention to detail, accountability, and consistent follow-through.
- Ability to work full-time during Australian business hours.
- Reliable internet connection and a suitable home-office environment.
- Own computer and necessary work equipment suitable for a full-time remote role.
Benefits
- Work Arrangement: Remote | Work from Home
- Employment Type: Full-time
- Working Hours: Monday to Friday, 9:00 AM – 5:00 PM Australian business hours
- Direct collaboration with company directors.
- A varied role combining business operations, executive support, and digital marketing.
- An opportunity to contribute to a growing business and develop long-term professional relationships.
