Senior VA – Project & Operations Coordinator | Turn Ideas Into Completed Projects (AI-Savvy)

Please login or register as jobseeker to apply for this job.

TYPE OF WORK

Part Time

SALARY

$350 per month

HOURS PER WEEK

10

DATE UPDATED

Aug 18, 2026

JOB OVERVIEW

Senior Virtual Assistant — Project & Operations Coordinator
Part-time | Approx. 10 hours/week to start | Genuine growth path

We are an established Australian property consultancy entering an exciting new phase of growth, systems development and AI-enabled operations.

We are looking for an exceptional Senior Virtual Assistant / Project & Operations Coordinator who can help turn business decisions into completed execution.

This is NOT a traditional task-based VA position.
We don’t want someone who needs to be given every individual step.

We’re looking for someone who can be given an outcome, understand what needs to happen, organise the work, coordinate people and resources, use AI intelligently, follow up, and make sure things actually get completed.

You naturally think three steps ahead. You don’t wait to be chased — you’re already thinking about the next step.
You notice what’s missing before it becomes a problem and take pride in being the calm, capable person who keeps things moving behind the scenes.

EXAMPLE OF WHAT THIS LOOKS LIKE

“We are launching an online investor event in four weeks. This is the outcome we want.”

Rather than waiting for a detailed list of instructions, we want you to be able to determine:

• What needs to happen, and what needs to happen first
• What tasks need to be created, and who should do each one
• What AI can help with
• What systems or tools are required
• What genuinely requires the Founder’s decision
• What deadlines need managing and following up
• How we know the project is DONE

YOUR RESPONSIBILITIES MAY INCLUDE

• Turning approved priorities into project plans
• Project and operations coordination
• Coordinating existing VAs and contractors, delegating and following up
• Using AI extensively for research, planning, drafting and problem-solving
• Managing timelines and dependencies
• Quality-checking work against our standards
• Creating and improving SOPs and checklists
• Identifying blockers before they become problems
• Escalating genuine decisions — not routine ones
• Closing loops and ensuring work is actually completed

YOU’RE LIKELY A STRONG FIT IF

• You naturally organise chaos without being told how
• You’re exceptionally reliable and finish what you start
• You take ownership rather than simply completing assigned tasks
• You think ahead and don’t wait to be chased
• You notice when something is missing or doesn’t look right — and speak up
• You’re confident and independent using AI as part of everyday work
• You communicate warmly, clearly and concisely — no long-winded updates
• You know the difference between “I’ll just d ---------- this” and “I need to ask”
• You notice details and follow instructions carefully
• You’re comfortable coordinating other people and keeping multiple moving parts on track
• You’re a self-starter, a fast learner and a proactive problem-solver

EXPERIENCE WE VALUE

Experience in some combination of the following is valuable:

• Senior VA or Executive Assistant work
• Project or operations coordination
• Business administration
• Team or contractor coordination
• CRM and project-management software
• AI tools such as ChatGPT or similar
• SOP and process creation
• Google Workspace, email marketing platforms, Canva or similar business tools

Property or premium-service experience is a bonus, not a requirement.
You do not need property industry experience — we care far more about how you think, organise, communicate and execute.

STARTING COMMITMENT
Approximately 10 hours per week.
This is deliberately small to start — we’re testing fit and the working relationship, not filling a full-time seat.
For the right person, there is real potential to grow as responsibilities and the business expand.
________________________________________

HOW TO APPLY

Please read this section carefully.
Begin your application with the words:
I CLOSE LOOPS
Then answer these five questions in this exact order:

1. OUTCOME OWNERSHIP
Tell us about one real situation where you were given an outcome rather than a detailed task list.
What was the outcome, how did you determine what needed to happen, and what was the final result?

2. AI
Which AI tools do you currently use in your work?
Give us one specific example of something you have personally used AI to accomplish that saved time, improved quality or solved a problem.

3. PROJECT COORDINATION
Imagine three people are responsible for different parts of a project and one person is late, which is now blocking the other two.
What would you do?

4. YOUR ONLINEJOBS.PH PROFILE
Please provide:
• Your OnlineJobs.ph profile link
• Your current ID Proof score
• Your current availability
• Your expected hourly rate

5. WHY THIS ROLE?
In no more than 100 words, tell us why this particular role interests you.

ONE FINAL INSTRUCTION
Please keep your entire initial application to 400 words or fewer.
Please do not send a generic cover letter.

We are looking for people who can read carefully, think independently, communicate clearly and take ownership of outcomes.

Shortlisted candidates will be invited to complete a practical project-coordination exercise.

SKILL REQUIREMENT
Administrative Management Project Management Executive Assistance
VIEW OTHER JOB POSTS FROM:
SHARE THIS POST
facebook linkedin
  BENCHMARKS  
Loading Time: Base Classes  0.0008
Controller Execution Time ( Jobseekers / Job )  0.0143
Total Execution Time  0.0157
  GET DATA  
No GET data exists
  MEMORY USAGE  
1,510,480 bytes
  POST DATA  
No POST data exists
  URI STRING  
jobseekers/job/Senior-VA-Project-Operations-Coordinator-Turn-Ideas-Into-Completed-Projects-AI-Savvy-1711169
  CLASS/METHOD  
jobseekers/job
  DATABASE:  onlinejobs (Jobseekers:$db)   QUERIES: 13 (0.0086 seconds)  (Hide)
0.0004   SELECT *
                                FROM exrates
                                WHERE rate_name = 'USD-PHP' 
0.0004   SELECT *
FROM `employer_jobs`
WHERE `job_id` = 1711169
 LIMIT 1 
0.0004   SELECT *
FROM `employers`
WHERE `employer_id` = 831928
 LIMIT 1 
0.0009   SELECT COUNT(*) AS `numrows`
FROM `t_thread` `t`
LEFT JOIN `t_thread_misc` `misc` ON `t`.`id` = `misc`.`thread_id`
WHERE `t`.`job_id` = 1711169
AND `misc`.`id` IS NULL 
0.0006   SELECT e.business_name, e.logo, e.website, e.rebill_date, e.date_added member_date, hits, DATEDIFF('2026-08-23',ej.date_added) duration_days, DATEDIFF('2026-08-23',e.rebill_date) duration_rebill, ej.*, e.deactivate FROM employers e, employer_jobs ej WHERE e.employer_id = ej.employer_id AND
                                   ((e.user_level >= '500' AND ej.date_added <= e.rebill_date)
                                   OR e.employer_id = '' OR (ej.date_approved <> '2000-01-01' and DATEDIFF('2026-08-23',ej.date_added) <= 14 ))
                                   AND e.deactivate != 1 AND ej.deleted = 0 AND job_id = '1711169' 
0.0004   SELECT *
FROM `employer_jobs_skills` `ejs`
LEFT JOIN `skills_categories` `sc` ON `ejs`.`skill_id` = `sc`.`id`
WHERE `job_id` = 1711169 
0.0018   UPDATE employer_jobs SET hit_counts = '***Aug-18-2026=724***Aug-19-2026=75***Aug-20-2026=44***Aug-21-2026=15***Aug-22-2026=10***Aug-23-2026=1' WHERE job_id= '1711169'  
0.0008   UPDATE employer_jobs SET monthly_hits = '***Aug-2026=869' WHERE job_id= '1711169'  
0.0009   SELECT date_sent FROM jobseeker_sent_emails WHERE jobseeker_id = '' AND job_id = '1711169' AND status LIKE 'sent%' ORDER BY id DESC  
0.0004   SELECT *
FROM `employer_jobs_skills` `ejs`
LEFT JOIN `skills_categories` `sc` ON `ejs`.`skill_id` = `sc`.`id`
WHERE `job_id` = 1711169 
0.0009   SELECT COUNT(*) AS `numrows`
FROM `employer_jobs`
WHERE `employer_id` = '831928'
AND `date_added` >= '2022-06-08' 
0.0004   select * from teasers 
0.0003   SELECT * FROM skill_categories WHERE skill_cat_id='' 
  HTTP HEADERS  (Show)
  SESSION DATA  (Show)
  CONFIG VARIABLES  (Show)