Maintenance Office Support VA

Work Setup: Onsite, JDN Building 3&4 P.Remedio St, Mandaue City Schedule: 8:00 AM–5:00 PM UK Time / 3:00 PM–12:00 AM PHT Employment Type: Full-Time Industry: Property Management / Property Maintenance Job Overview We are looking for a Lead Customer Satisfaction / Maintenance Office Support VA to provide administrative, customer service, and maintenance coordination support for a UK-based property maintenance operation. The ideal candidate is highly dependable, proactive, organized, and a quick learner, with strong English communication skills and the ability to understand basic maintenance concerns. This role will involve coordinating with field technicians, monitoring maintenance requests, maintaining accurate records, and preparing clear updates and reports for landlords and customers. The successful candidate should also be flexible and willing to take on weekend, night, or on-call support in the future as the role develops. Key Responsibilities Provide day-to-day administrative and customer support for property maintenance operations. Monitor and coordinate maintenance requests, work orders, and repair activities. Communicate with field technicians regarding job status, repair requirements, materials, and completion details. Provide landlords and customers with timely and professional maintenance updates. Review technician notes and information and convert them into clear, concise customer reports. Accurately record: Materials used Labor hours Job costs Repair details Work order status Completion information Perform data entry and maintain accurate records in CRM and maintenance management systems. Generate and update maintenance and customer service reports. Assist with job costing, work orders, invoicing, and other administrative processes. Follow up on outstanding maintenance requests and ensure jobs are properly documented and closed. Coordinate with technicians, landlords, contractors, and other stakeholders to resolve maintenance concerns. Identify missing information or potential issues and proactively follow up with the appropriate person. Maintain accurate documentation and ensure all maintenance records are updated. Provide excellent customer service and maintain professional communication at all times. Support additional administrative and operational tasks as assigned. Required Qualifications 2+ years of experience in Customer Service, Administrative Support, Property Management, Maintenance, Facilities Management, or a related field. Strong English communication and report-writing skills. Basic understanding of reactive maintenance and common building maintenance tasks. Experience with data entry, CRM systems, and report generation. Ability to accurately record and manage materials, labor hours, costs, and job details. Strong attention to detail and organizational skills. Highly responsible, dependable, and capable of meeting deadlines. Ability to communicate effectively with field technicians, landlords, customers, and contractors. Ability to multitask and manage multiple maintenance requests simultaneously. Preferred Qualifications Experience working with UK-based property maintenance or facilities management companies. Familiarity with work orders, job costing, invoicing, and maintenance coordination. Business Administration or a related educational background. Experience using property management, CRM, or maintenance management software. Ideal Candidate The ideal candidate is: Bright, highly dependable, and responsible. Proactive and capable of taking ownership of tasks. A quick learner who can easily adapt to new systems and software. Comfortable understanding basic maintenance issues and determining the appropriate next steps. Confident communicating with field technicians and following up on repair progress. Able to translate technician information into professional and easy-to-understand customer reports. Highly organized and detail-oriented. Comfortable working independently while managing multiple priorities. Flexible and willing to support weekend, night, or on-call requirements in the future. Customer-focused and committed to providing accurate and timely updates. Schedule 8:00 AM–5:00 PM UK Time 3:00 PM–12:00 AM Philippine Time Important Requirement This position may eventually expand to include after-hours, weekend, and on-call maintenance support. Candidates must be highly dependable and demonstrate the flexibility and willingness to take on these responsibilities as the role develops.