Administration Assistant for a Construction Company in Australia

1 day ago

Manila, National Capital Region, Philippines Virtual Coworker Full time A$45,000 - A$60,000 per year
Maintenance Item Status & Owner Contact:

• Contact all unit owners who have lodged a maintenance request via email (script will be provided).

• Send a follow-up text message after the initial email.

• Record each contact attempt in a spreadsheet, including unit number, date and time of contact, and the owner's email and phone details.

• If no response is received within two days, send a follow-up email while maintaining the same email chain.

• If there is still no response, send a final email including the owner, building manager, and developer. (All communication must remain within the same email chain to show evidence of access attempts.)

• In the first email, provide the maintenance item reference number(s) and ask if any items have already been completed.

• If the owner provides contact details of their real estate agent, record this information in the spreadsheet and follow up with the agent accordingly.

Scheduling Access & Booking Appointments:

• Occasionally, coordinate bookings to arrange access between tradespeople and unit occupants.

• Record occupant availability, especially when specific times (e.g., 7:00 AM) are requested.

• Use standard time windows when scheduling appointments:
- 7:00 AM – 10:00 AM
- 9:00 AM – 12:00 PM
- 11:00 AM – 2:00 PM
- 1:00 PM – 4:00 PM

• The type of job will determine how many bookings can be scheduled within each time window.

Proof of Maintenance Completion:

• Ensure proof of completion for all maintenance items. (Contractors often complete work without confirmation of resolution or owner satisfaction.)

• Request confirmation from the owner by either:

• Obtaining a signed acknowledgment, or

• Asking them to reply to the email confirming completion of the specific defect.

• Make a maximum of three attempts to obtain this confirmation. Keep all correspondence within the same email chain and record contact attempts in the spreadsheet.

DLP Manager (System Use):

• Use the DLP Manager program to manage maintenance items. This includes retrieving information such as outstanding items for each apartment and owner contact details, as well as adding new maintenance items.

• Input data into the system as required, which may include data entry, screenshots, or uploads, to create new maintenance records.

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