AI Automation VA

AI Automation VA (Philippines) — RTRL Property

Executive-Assistant mindset + LLM/Apps Script/Python (AEST)

About RTRL Property

Boutique commercial real-estate firm leasing shops in shopping centres. I identify local businesses, invite interest by email/SMS, and I handle all phone calls once interest is shown. I'm investing in automation across the business and my personal life.

The mission

Operate like a top Executive Assistant who organises a manager's workflow—then automate it. Structure inbox and tasks, standardise repeatables, and build lightweight systems so the day runs itself.

What you'll build & run

• EA-style workflow ops: Capture to-dos, set priorities/blocks, maintain follow-ups, prep daily/weekly briefs.
• LLM workflows: Prompt engineering + JSON outputs to extract structured data, summarise replies, draft reusable outreach, and generate call sheets (for me to use).
• Lead pipelines: Research public sources, enrich owner contacts, and auto-clean/dedupe (regex, fuzzy match, AU phone/email checks).
• Sheet-first automations: Google Sheets/Apps Script utilities for imports, normalisation, tracking, dashboards, and a 9:00am AEST daily brief.
• Light document work: Adobe Acrobat for PDF tidy-ups, combines, simple forms.
• Personal ops: Small automations for everyday admin (reminders, lists, checklists).
• Non-automatable VA tasks: Handle occasional manual tasks that don't justify automation (e.g., one-off list cleanups, simple data entry, Drive/Docs organisation and file renaming, formatting a sheet/doc, downloading/re-uploading files, following a checklist). No calling.

Must-haves

• Executive Assistant mindset: proactive, organised, anticipates needs.
• Hands-on with ChatGPT (you have your own account) and can turn messy ideas into prompts/SOPs/scripts.
• Google Apps Script/JavaScript (preferred) or Python (pandas/requests; basic Playwright/Selenium helpful).
• Google Workspace (Sheets, Drive, Gmail); CSV hygiene; regular expressions.
• API basics (auth, pagination, retries). Clear, concise written English.
• Own computer and reliable internet.
• Comfortable switching between automation build and precise manual VA work when needed.
• This is IT/automation only — no calling.

Nice to have

• Zapier/Make, Twilio/email APIs; LangChain/LlamaIndex; Airtable/Notion.
• Strong data extraction from messy pages.

Hours & time zone

• Flexible, ideally from 9:00am Melbourne (AEST/AEDT).

Compensation & trial

• Paid trial — up to 3 hours, flexible timing (can be split).
• Hourly (negotiable) to start.
• For the right person after the trial: a minimum number of hours per week at an agreed hourly rate.

How to apply (follow exactly)

Email with subject: VA – AI + CRE – [Your Name]

Include:

1. CV or LinkedIn, your Manila-time availability, and your desired hourly rate (PHP).
2. 4–6 sentences on a recent EA-style workflow you organised and then automated (tools + outcome).

Paid trial task (max 3 hours, flexible) — Data scraping deliverable I can use in ChatGPT

Goal: Produce a clean, ChatGPT-ready dataset of ~30 independent retail businesses in a category of your choice (e.g., cafés, salons, florists, unisex fashion) from any Australian suburb/precinct you choose.

Rules

• Public sources only (official websites/socials/Google Maps). Respect ; no logins/paywalls.
• Prefer owner/decision-maker contacts. Avoid centre/operator inboxes.
• Document exact steps so I can repeat them.

Deliverables (attach all files)

1. CSV named with columns:
   
   BusinessName, Category, Suburb/Area, StreetAddress, Website, OwnerName, Email, Phone, InstagramURL, FacebookURL, GoogleMapsURL, SourceURLs (semicolon-separated), LastVerifiedDate (YYYY-MM-DD)
2. ChatGPT prompt file that consumes one row (pasted as JSON or column list) and outputs a polite, concise email + 280-char SMS inviting interest in a shop opportunity (variables filled from the row).
3. Readme (≤1 page): area chosen, sources used, your steps, checks (dedupe, AU phone/email formatting), time spent (≤3 hrs), and notes on any gaps.

Quality checks

• Mobile numbers start 04 and have 10 digits; emails are business domains (no centre/market operator emails).
• Websites/socials are the business's official pages.
• Every row has at least BusinessName + Suburb/Area + one contact method (email or phone).
• No exact duplicates (by BusinessName + Website).

Notes

• Focus is building automated systems for both business and personal life.
• You must have your own ChatGPT access and your own computer.
• Adobe need is Acrobat only (no Illustrator/Photoshop).

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