Jobs and Careers

Virtual Assistant - Client Communication & Project Management (OS)

BruntWork

UKRemotefull_timeVerifiedPosted 17 Oct 2025

About the role

This is a remote position.

Work Schedule: Monday to Friday 8:00am to 5:00pm Sydney Time with 1 hour unpaid break.

Job Type: Full-time

About the Role Join a dynamic design and construction company that specializes in high-performance, energy-efficient homes using innovative panel systems and passive house design principles. You’ll be the communication backbone supporting both their established design business (Outlier Studio) and their growing panel supply business (Panel House), working directly with builders and owner-builders to deliver sustainable, comfortable homes. This role offers the opportunity to work with cutting-edge construction technology while developing systematic processes that will scale with the business. You’ll be instrumental in ensuring seamless client experiences from initial inquiry through project completion, working with a team that values quality, sustainability, and innovation. Role Objectives: ● Manage all client communications across both Outlier Studio (design) and Panel House (panel supply) businesses, ensuring 24-hour response times to all inquiries ● Coordinate and schedule client meetings, consultations, and project milestones proactively ● Follow up with clients throughout the design and supply process to maintain consistent communication flow ● Qualify incoming leads from various sources (Panel House platform, referrals) to identify serious prospects versus casual inquiries ● Prepare and send project kickoff emails using Go High Level templates, including client surveys and Pinterest board setup ● Track and manage project timelines, ensuring all stakeholders (clients, engineers in Europe, local consultants) meet deadlines ● Coordinate with European engineers for panel system engineering and local consultants for design aspects ● Maintain systematic follow-up processes to prevent clients from having to chase for updates ● Create and maintain consistent marketing content and lead generation activities ● Document all processes and client interactions for quality control and business system development ● Support invoice tracking and administrative tasks related to both business streams ● Assist with systematic marketing efforts to reduce reliance on reactive lead generation Scope: ● Primary focus on communication and compliance aspects of the business triangle (communication, creativity, compliance) ● Support both Outlier Studio (design business - currently 70% of time) and Panel House (panel supply - currently 30% of time, growing to 50%+) ● Work with diverse client base including builders (primary revenue source) and owner-builders (50% of inquiries) ● Manage projects involving high-performance passive house designs with specialized testing requirements (blower door testing, thermography, 3D scanning) ● Coordinate complex supply chain involving European panel manufacturing and local Australian installation ● Support business goal of achieving 2 projects per month for each business stream (4 total projects monthly) ● Handle both residential and commercial project types with varying complexity levels ● Work within established business values and decision-making criteria (to be refined during onboarding) ● Collaborate with future operations manager for Outlier Studio as business structure evolves ● Support quality control processes including systematic client communication and project auditing

Requirements

Independent Contractor Perks

Permanent work from home
Immediate hiring
Steady freelance job

● Strong written and verbal communication skills with ability to maintain professional client relationships ● Experience with project management and client coordination, preferably in construction, design, or related industries ● Strong organizational skills with attention to detail and ability to manage multiple projects simultaneously ● Understanding of construction/design processes and terminology preferred ● Experience with systematic follow-up processes and client relationship management ● Ability to work independently while maintaining consistent communication with business owner ● Comfortable with screen recording tools (Komodo Deck) and creating process documentation ● Flexibility to adapt to evolving business needs as Panel House grows from 30% to 50%+ of business focus Nice To Have: ● Proficiency with digital tools including email marketing platforms (Go High Level preferred), project management software (Trello, ClickUp), and CRM systems ● Ability to work across multiple time zones (coordinating with European engineers)