Virtual Assistant - Operations Coordinator (UK Property Maintenance)

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: TYPE OF WORK

Part Time

: WAGE / SALARY

$4.50/hr

: HOURS PER WEEK

40

: DATE UPDATED

Jun 12, 2026

JOB OVERVIEW

Hours: 15 hours per week (Monday–Friday, 3pm–6pm UK time) - ideally turns to 40 hours (full time) per week within 2-3 months.

Overview

We are a growing UK-based property maintenance company looking for a highly organised and proactive Operations Coordinator to manage daily job scheduling, communication, and follow-ups between tenants, contractors, and clients.

This role is critical in ensuring that all jobs are scheduled in advance, completed as planned, and followed through to invoicing, without issues being missed.

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Key Responsibilities

* Maintain and update the operations dashboard in real time
* Coordinate scheduling between tenants and contractors
* Ensure all upcoming jobs are booked and confirmed in advance
* Confirm daily that scheduled jobs have gone ahead as planned
* Proactively chase contractors for updates and outstanding certificates
* Communicate clearly with tenants, contractors, and clients via WhatsApp, email, and phone
* Prepare and send invoices for completed work.
* Support preparation of quotes for follow-up work (after initial training period)
* Keep inbox and communications organised and up to date daily
* Escalate issues appropriately while managing routine coordination independently

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Daily Success Looks Like

* All jobs are scheduled ahead of time
* All jobs scheduled for the day are confirmed as completed from contractors
* No outstanding items are left untracked or unchased
* Inbox and messages are fully cleared by end of shift
* Issues are flagged early with no surprises the next morning

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Requirements

* Excellent spoken and written English (clear and confident, especially on phone calls)
* Comfortable speaking with UK-based tenants and contractors
* Strong organisational skills and attention to detail
* Ability to manage multiple conversations and follow-ups simultaneously
* Proactive mindset – you chase and follow up without being prompted
* Experience in admin, operations, or virtual assistant roles
* Reliable internet connection and quiet working environment

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Tools You Will Use

* Google Sheets
* WhatsApp
* Email
* FreeAgent

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Training & Progression

* Structured onboarding with clear processes and recorded training
* Initial focus on scheduling, coordination, and communication
* Invoicing responsibilities introduced early
* Quoting responsibilities introduced once core operations are mastered
* Opportunity to take on additional responsibility over time

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Business Development (Performance-Based)

Once core responsibilities are consistently handled, you will support outbound calling to generate new business which will include performance-based bonuses

Important

This role requires someone who is reliable, proactive, and able to take ownership of day-to-day operations. You should be comfortable working independently and ensuring that tasks are fully completed, not just started.

To apply, please submit a vocaroo voice recording detailing your experience so that I can listen to how you sound like, and send your cv/resume as well. If I like what I hear, then we can setup an interview.

SKILL REQUIREMENT

Coordination Operation Management Virtual Assistant

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Virtual Assistant - Operations Coordinator (UK Property Maintenance)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

WAGE / SALARY

HOURS PER WEEK

DATE UPDATED

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