Job description

This is a remote position.

Part Time Role - 20 hours per week

Possibility of going Full Time by August 01, 2025

Mon-Fri, 9:00am to 6:00pm VIC, AU time-zone

We are seeking a highly organized, goal-oriented, and tech-savvy Virtual Assistant to function as the “right hand” to our executive team. In this role, you will be responsible for managing client leads, maintaining our CRM system, coordinating project and job schedules, ordering materials, and performing research and data entry. You will use AI tools to optimize workflows and collaborate closely with team members to drive business objectives. This position offers significant growth potential for the right candidate willing to learn, adapt, and expand their responsibilities.

Key Responsibilities

Lead Management & CRM:

Accept, review, and log all incoming leads in the CRM system.
Ensure every lead is followed up on promptly and consistently.
Keep the CRM updated with accurate contact information, notes, and status changes.

Project Coordination & Management:

Organize and schedule all ongoing projects, ensuring deadlines and milestones are met.
Coordinate tasks between cross-functional teams (including construction, landscaping, design, etc.).
Monitor progress on each project and proactively address potential delays or issues.

Construction & Landscaping Job Logistics:

Schedule and coordinate the various jobs, ensuring teams and subcontractors have the information and resources needed.
Order and track materials, negotiate with suppliers when needed, and ensure timely deliveries.
Update and maintain project documentation, including budget tracking and job timelines.

Research & Data Input:

Conduct research on best practices, new tools, and market trends to improve workflows and project outcomes.
Compile data into organized reports or spreadsheets, ensuring accuracy and clarity.
Assist with data entry, record-keeping, and updating relevant project or company files.

Workflow Optimization using AI:

Identify and deploy AI-powered tools to automate repetitive tasks and streamline processes.
Continuously explore emerging AI solutions to improve team efficiency and productivity.
Train or guide other team members on how to effectively integrate AI solutions into daily tasks.

Communication & Collaboration:

Serve as the primary point of contact for internal teams regarding project status, client updates, and scheduling.
Maintain clear, concise, and positive communication with team members and clients.
Provide regular updates to leadership about ongoing tasks, priorities, and opportunities for improvement.

Administrative Support:

Handle general admin tasks such as email management, calendar organization, and invoice tracking.
Assist in documenting standard operating procedures (SOPs) for various tasks to ensure consistency and scalability.
Contribute to team-building initiatives and help maintain a supportive, collaborative remote work environment.

Qualifications & Skills

Organization & Time Management: Proven ability to balance multiple projects, deadlines, and shifting priorities.
Communication: Excellent written and verbal communication skills; comfortable liaising with team members, clients, and suppliers.
Tech-Savvy & AI Experience: Adept at learning new tools quickly. Experience using AI tools for automation and optimization is a plus (e.g., ChatGPT, Zapier, Notion AI, etc.).
CRM & Project Management Tools: Familiarity with CRM platforms (e.g., HubSpot, Salesforce, Pipedrive) and project management software (e.g., Trello, Asana, Monday.com).
Problem-Solving: A proactive mindset with the ability to anticipate issues and recommend practical solutions.
Team Player: Collaborative attitude with a track record of working well in cross-functional or remote teams.
Attention to Detail: Capable of identifying inaccuracies or inconsistencies and ensuring information is always up-to-date.

Desired Experience

At least 1-2 years of experience in a virtual assistant, project coordinator, or similar administrative role.
Exposure to the construction, landscaping, or property management industries (preferred, not required).
Demonstrated success in a fast-paced, goal-driven environment.

Required profile