Virtual Assistant Real Estate Project Manager

We are seeking a highly organized and proactive Virtual Assistant Real Estate Project Manager to support a Brisbane-based property development office. This role is ideal for a Filipino VA with solid experience in real estate coordination, project timelines, stakeholder communication, and remote task management.

You will assist in managing real estate development projects from initial research to acquisition, approval coordination, and construction tracking. The role requires someone with a background in property development, site research, and project oversight, with excellent communication and documentation skills.

Key Responsibilities:

1. Site Research & Acquisition Support

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

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

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

2. Project Coordination & Timeline Management

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

• Track project milestones and send 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 assist 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 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 weekly project status updates, highlighting milestones, risks, and issues

Skills & Qualifications:

Education & Experience

• Bachelors 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