This PropPerly (UK-based virtual assistant agency) job post is intended for Filipino Virtual Assistants currently based in the Philippines to work with one of our clients. We use Hubstaff to track work hours and breaks, manage timesheets, and process payroll (via Wise.com). To ensure accuracy and full focus during shifts, VAs are required to work exclusively for our company during assigned hours. We value integrity and professionalism and expect these standards to be upheld at all times.
Important
- This is a senior, hands-on project controls role, not general admin support.
- You must have personally built and maintained programmes in Microsoft Project. Listing it as a skill is not enough — we will ask you to talk through how you use it.
- This role is NOT suitable for candidates whose experience is primarily in Property Management, Real Estate Administration, Lettings, Short-Term Rentals, or general virtual assistance.
About the Role
- We are recruiting on behalf of an established UK fire, security and specialist contracting business.
- This is a full-time, fully remote role supporting the UK delivery and leadership team with project governance, planning, commercial tracking and executive reporting across multiple live projects.
- You will be the person who keeps programmes current, trackers accurate, and leadership informed — chasing project managers for updates and turning site information into clear reporting.
Key Responsibilities
Project Governance
- Create and set up new Procore projects
- Maintain project folders and document control
- Track RFIs, CORs, submittals, TQs and NCRs
- Maintain action trackers
- Prepare weekly project dashboards
- Monitor programme performance
Planning & Controls
- Build and update Microsoft Project programmes
- Produce look-ahead programmes
- Update progress percentages from site feedback
- Maintain resource schedules and produce resource forecasts
- Maintain project risk registers
- Track project milestones and critical paths
Commercial Support
- Maintain variation and change order logs, and quotation trackers
- Monitor client instructions
- Support cost value reconciliation data preparation
- Produce project cost reports
Delivery Support
- Weekly progress reports
- Site photo management
- Procurement schedules and mobilisation tracking
- Handover documentation and O&M register management
Executive Support
- Chase project managers for updates
- Prepare leadership reports and board packs
- Build dashboards and maintain KPI scorecards
- Manage meeting actions
Required (Non-Negotiable)
- 5+ years in project administration, PMO, or project controls
- Advanced Microsoft Project — building and maintaining programmes, not just viewing them
- Procore experience
- Construction project experience
- Experience supporting UK, Australian or US businesses
- Strong Microsoft Excel
- Excellent written English — this role produces client and board-facing reports
- Confident chasing senior people for information and following up until you get it
- Available full-time during UK business hours, Monday to Friday
- Reliable home office setup with high-speed internet and backup power
Highly Desirable
- Salesforce
- Xero
- SharePoint and Box
- Fire, security or specialist contracting background