Virtual Assistant

2 weeks ago

San Fernando, Central Luzon, Philippines VargasAndrews Full time

VargasAndrews is seeking an experienced senior virtual assistant to join our Brisbane-based property development team. As a real estate project manager, you will play a crucial role in supporting our office operations and ensuring the success of our real estate projects.

Your primary responsibilities will include site research and acquisition support, project coordination and timeline management, regulatory and approval process assistance, construction and vendor coordination, financial and administrative support, and communication and reporting.

To be successful in this role, you will need to have a strong background in real estate development, site research, and project oversight, as well as excellent communication and documentation skills. You should also be highly organized and able to manage multiple projects simultaneously.

Key Responsibilities:

1. Site Research & Acquisition Support

  • Conduct thorough online research to identify potential development sites in Brisbane, Australia

    • Collaborate with local real estate agents and maintain a comprehensive database of viable prospects

      • Assist in preparing detailed site profiles, due diligence checklists, and feasibility inputs

2. Project Coordination & Timeline Management

  • Create and maintain accurate project timelines and checklists using MS Project Planner

    • Track project milestones and send timely reminders for key deadlines or deliverables

      • Update project dashboards and summary reports for stakeholders

3. Regulatory & Approval Process Assistance

  • Support the preparation of Development Application (DA) documents in coordination with town planners, architects, and engineers

    • Summarize relevant council regulations and provide assistance in compliance research

      • Track the status of approvals and follow up on pending requirements or revisions

4. Construction & Vendor Coordination

  • Liaise with Australian builders and service providers via email and virtual meetings

    • Maintain detailed communication logs and assist in resolving project concerns remotely

      • Monitor construction updates and escalate potential delays or blockers

5. Financial & Administrative Support

  • Assist with tracking project budgets, estimates, and vendor payments

    • Help prepare and organize documentation for financing, invoices, and expenses

      • Maintain well-structured digital folders for all project-related documentation

6. Communication & Reporting

  • Act as the offshore point of contact, coordinating with the Brisbane-based team

    • Schedule and document virtual meetings, including summaries and action points

      • Provide regular project status updates, highlighting milestones, risks, and issues

Skills & Qualifications:

Education & Experience

  • Bachelor's degree in Business Administration, Real Estate, or related field (preferred)

    • At least 5 years of experience as a Virtual Assistant or Project Coordinator, ideally in real estate or construction

Technical Skills

  • Strong command of MS Project Planner and Microsoft 365 (M365)

    • Familiarity with Australian property or council approval processes is a plus but not required

      • Experience working with international stakeholders, especially in Australia, is highly valued

Soft Skills

  • Excellent English communication skills, both written and verbal

    • Strong organizational skills and high attention to detail

      • Ability to manage multiple projects and meet tight deadlines independently

        • Professional, dependable, and solution-oriented mindset

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