Ops Coordinator and Sales VA

Operations Coordinator & Sales Support VA
Location
Remote (Philippines)
Hours
Full Time
Working hours are flexible, provided the successful candidate can maintain regular communication with the UK team and ensure all daily responsibilities are completed. The role is designed to take advantage of the time difference between the Philippines and the UK, allowing planning and preparation work to be completed before the UK business day begins.
About Us
We are a growing UK property business operating multiple offices across the North West of England. Our services include residential lettings, property management and residential sales.
We believe in building systems, processes and long term relationships. We are not looking for someone to simply complete tasks. We are looking for someone who enjoys taking ownership, solving problems and helping a business run efficiently.
Unlike many remote opportunities, you will be joining a business that already has an established Virtual Assistant team and proven systems in place. We have extensive experience working successfully with remote tea ---------- mbers and have developed clear processes, training materials and support structures to help new tea ---------- mbers succeed.
About the Role
We are looking for an intelligent, organised and proactive Virtual Assistant to join our team.
Property experience is helpful but not essential. Full training will be provided. We are more interested in attitude, communication skills, attention to detail and the ability to learn quickly than previous estate agency experience.
The primary purpose of this role is to coordinate the diaries of our field based property team. Your job is to ensure appointments are booked efficiently, routes are planned effectively and our team can spend their time carrying out appointments rather than organising them.
Alongside this, you will support our sales team through lead follow up, campaign administration and general CRM management.
This position would suit someone who enjoys organising people, managing schedules, improving processes and ensuring that nothing falls through the cracks.
Primary Responsibilities
Field Operations Coordination (Main Focus)
This is the most important part of the role.
You will be responsible for helping our field based property team work as efficiently as possible.
Diary Management
Schedule and coordinate: Property management visits
Inventories
Check outs

Manage appointment calendars
Ensure diaries remain fully utilised
Minimise travel time through effective route planning
Reorganise schedules when cancellations occur
Identify diary gaps and work proactively to fill them

Tenant and Landlord Communication
• Contact tenants to arrange appointments
• Confirm appointments and access arrangements
• Follow up unanswered messages
• Rebook cancelled appointments
• Resolve scheduling issues where possible

Workflow Coordination
• Maintain accurate records within company systems
• Track outstanding appointments and follow up actions
• Ensure completed appointments are recorded correctly
• Escalate issues requiring management attention
• Monitor workflow progress and ensure tasks do not become delayed

Daily Planning
• Prepare schedules in advance wherever possible
• Ensure field staff begin each day with a clear and organised schedule
• Plan future appointments efficiently and proactively

Sales Support Responsibilities
Alongside operational coordination, you will support our sales team with lead management and administration.
Lead Management
• Follow up property enquiries


• Contact prospective clients
• Arrange appointments for valuation calls and meetings
• Maintain accurate CRM records
• Ensure no lead is forgotten or left without follow up

Marketing Campaigns
• Assist with customer follow up campaigns
• Send scheduled communications to existing and prospective clients
• Support lead nurturing activities
• Maintain campaign tracking records

Sales Administration
• Assist with Anti Money Laundering (AML) administration
• Issue sales documentation and terms of business
• Support customer onboarding processes
• Maintain accurate records and documentation

Essential Skills
We are looking for someone who can demonstrate:
• Excellent written and spoken English
• Strong organisational skills
• High attention to detail
• Confidence using software and online systems
• Ability to learn new processes quickly
• Strong problem solving skills
• Ability to manage multiple priorities
• Ability to work independently
• Professional and confident communication skills
• Reliable internet connection and suitable home working environment

Desirable Skills
The following would be helpful but are not essential:
• Previous Virtual Assistant experience
• Experience supporting a UK business
• Appointment scheduling experience
• CRM experience
• Customer service experience
• Sales administration experience
• Property industry experience

Full training will be provided for the right candidate.
Personal Attributes
The successful candidate will be:
• Highly organised
• Proactive
• Reliable
• Process driven
• Calm under pressure
• Customer focused
• Positive and professional
• Comfortable taking ownership of tasks
• Keen to learn and develop

Working With Our Team
You will be joining an established remote team and will not be working in isolation.
We already have experienced Virtual Assistants supporting different areas of the business and have well developed systems, processes and training in place. The successful candidate will receive structured onboarding and ongoing support while learning the role.
We have extensive experience working successfully with remote tea ---------- mbers and understand the importance of clear communication, realistic expectations and effective training.
We believe in building long term relationships with our tea ---------- mbers. As the business continues to grow through acquisition and expansion, there will be opportunities for increased responsibility and career progression for the right person.
Performance Expectations
Success in this role will be measured by:
• Efficient scheduling of appointments
• High diary utilisation for field staff
• Reduction in travel time and diary gaps
• Prompt follow up of enquiries and leads
• Accurate record keeping
• Strong communication with tenants, landlords and colleagues
• Consistent completion of administrative tasks
• Contribution to the overall efficiency and growth of the business

What We Offer
• Full training
• Long term opportunity within a growing business


• Structured systems and processes
• Support from an experienced remote team
• Clear expectations and responsibilities
• Remote working environment
• Opportunity to grow with the business as additional offices are acquired

This role is ideal for a bright, organised and hardworking individual who enjoys creating order, solving problems and helping a business run efficiently. Previous property experience is welcome but not required. We are looking for attitude, capability and potential above all else.
If you are highly organised, enjoy coordinating people and processes, and want to build a long term career with a growing business, we would love to hear from you