Real Estate & Permitting Project Coordinator / Virtual Assistant

Real Estate & Permitting Project Coordinator / Virtual Assistant

Remote | Part-Time or Full-Time | Long-Term Opportunity

About the Position

We are looking for a fast, organized, highly responsive Virtual Assistant / Project Coordinator to join our growing real estate and mobile home setup business.

This position is ideal for someone who has real estate, transaction coordination, construction, permitting, or administrative project management experience and is comfortable communicating with property owners, contractors, subcontractors, county offices, and other professionals.

You will play an important role in keeping our projects organized and moving forward. We need someone who can take ownership, follow up without being asked, communicate professionally, and figure things out quickly.

This is not a basic data-entry position. We are looking for someone who can become a reliable part of our day-to-day operations.

What You'll Be Doing

Real Estate & Property Research

Research parcel IDs and property information through county websites
Research property records, permitting information, and county requirements
Navigate multiple county websites and learn each county's processes
Gather and organize information needed for mobile home permitting
Maintain accurate project records

Permitting & Document Coordination

Assist with preparing and organizing mobile home permit packages
Create and maintain digital project folders
Track required documents, signatures, permits, inspections, and approvals
Follow up on missing documentation
Coordinate signatures through Dotloop
Upload, download, rename, organize, and distribute documents
Communicate with county offices regarding permit status and requirements
Track plan review comments and outstanding items
Help ensure permit packages are complete and ready for submission

Contractor & Subcontractor Communication

Communicate with contractors and subcontractors by email, text, and phone
Request quotes, documents, schedules, photos, and updates
Confirm scheduled work
Follow up when work has not been completed
Help resolve scheduling issues and last-minute problems
Keep contractors accountable to scheduled dates
Communicate project updates to management

Mobile Home Setup Coordination

Help coordinate schedules for mobile home deliveries and setups
Coordinate with installers, electricians, HVAC contractors, septic contractors, gutter companies, skirting contractors, and other vendors
Maintain project calendars and timelines
Track inspections and inspection results
Follow up on failed inspections and outstanding corrections
Help coordinate final items needed to move projects toward completion
Keep each property organized from permitting through completion
What We Are Looking For

The ideal candidate is:

Extremely organized
Fast and efficient
An excellent written and verbal communicator
Comfortable making phone calls
Comfortable communicating by text and email
Proactive and persistent with follow-up
Able to manage multiple projects simultaneously
Detail-oriented
Tech-savvy and comfortable learning new systems
Able to work independently without constant supervision
Good at problem-solving and researching answers
Professional when communicating with clients, contractors, and government offices
Comfortable working in a fast-paced environment
Preferred Experience

Experience in one or more of the following is strongly preferred:

Real estate
Transaction coordination
Property management
Construction administration
Permitting
Mobile home/manufactured housing
Contractor coordination
Title/closing
Real estate administration

Dotloop experience is a major plus.

Experience navigating county property appraiser, permitting, building department, zoning, or tax websites is also highly preferred.

Technology You'll Use

You should be comfortable learning and working with:

Dotloop
Google Drive
Google Sheets
Gmail
Calendar/scheduling platforms
County websites and online permitting portals
Electronic signature platforms
Microsoft Office/Google Workspace
Texting and phone communication
The Type of Person Who Will Succeed

We are looking for someone who doesn't need to be told every single step.

For example, if a permit is missing a document, we don't want:

"The permit is missing a document. What should I do?"

We want:

"The county is missing the signed affidavit. I contacted the owner for the signature and added it to our outstanding items list. I'll follow up tomorrow if we don't receive it."

You should be someone who sees a problem and starts working toward the solution.

Communication Is Extremely Important

This position involves frequent communication with:

Property owners
Real estate professionals
Contractors
Subcontractors
Mobile home installers
County permitting departments
Inspectors
Surveyors
Septic contractors
Electricians
HVAC contractors
Other vendors

You must be comfortable communicating professionally and confidently by email, text, and phone.

What We Expect

We need someone who:

Responds promptly during working hours
Keeps projects moving
Follows up consistently
Doesn't let tasks fall through the cracks
Maintains organized files
Provides regular updates
Meets deadlines
Double-checks their work
Takes responsibility for assigned projects
Application Requirements

Please include:

A brief introduction about yourself
Your previous real estate, construction, permitting, or administrative experience
Your experience with Dotloop
Your experience researching properties or parcel information online
Your experience communicating with contractors or vendors
Your availability and preferred working hours
Your desired hourly rate
The software/programs you are comfortable using
Short Skills Test

Candidates who appear to be a good fit may be asked to complete a short practical exercise involving:

Property/parcel research
Organizing a mock permit file
Identifying missing documents
Creating a project checklist
Drafting a professional email
Prioritizing several project tasks

We are looking for someone who is fast, accurate, resourceful, and can think independently.

Why Join Us?

This is an opportunity to become an important part of a growing business rather than simply completing repetitive VA tasks.

The right person will have the opportunity to take on increasing responsibility and become a key part of our real estate, permitting, and mobile home project coordination operations.

If you are organized, proactive, a strong communicator, and the type of person who gets things done, we'd love to hear from you!