Virtual Assistant for Real Estate Media & Marketing

I run a real estate media and marketing business on the Gold Coast, Australia. I shoot property photography, videography and drone content for real estate agents across Southeast Queensland. Business is growing fast and I need a sharp, reliable VA to take the admin and workflow off my plate so I can focus on shooting and growing the business. This is a long-term role for someone who is organised, detail-oriented and proactive. You will be given clear SOPs for every task. I don't want someone who waits to be told what to do — I want someone who sees what needs doing and does it. Core responsibilities: Photo & file management After each shoot, organise raw files into the correct folder structure in Google Drive. Sort HDR photos, select the best shots based on a clear selection guide, identify drone landmark lines using Google Maps reference sheets, and submit floorplans via CubiCasa. Accuracy and attention to detail is critical here. Editing management Send organised files to our offshore editing team, track turnaround, receive edited files back and conduct a close review against our quality checklist. Once approved, prepare the delivery folder and send completed assets to the agent via our delivery system. Booking & invoicing management Manage the shoot calendar and coordinate bookings. Once photos are delivered to the agent, generate and send the invoice via Stripe. Keep the pipeline accurate and up to date in our CRM (GoHighLevel). Ads management Build property ad graphics using existing Canva templates — adding listing photos, address and agent details. Save completed ads as drafts for my review before publishing. Clear SOP provided. Must have a good eye for clean, well-composed graphics. Email management Monitor and manage the business inbox. Filter, flag urgent items, and respond to standard enquiries using provided templates. Escalate anything outside your scope immediately. CRM & pipeline management Scrape agent details from realestate.com.au and add to GoHighLevel CRM for outreach. Keep Trello boards updated so all jobs are tracked accurately. Send brochures to agents when requested via GHL. What we're looking for: Must have A MacBook, this is an absolute must. Some of the programs I’m using are only on Mac. So this is an absolute must Strong English — written and spoken Experience with Google Drive and file management Canva proficiency — comfortable working with templates Eye for detail — photo selection and quality review CRM experience (GoHighLevel preferred) Reliable internet and dedicated workspace Able to work Australian business hours Self-starter — follows SOPs without hand-holding Nice to have Experience with Trello or project management tools Stripe or invoicing platform experience Real estate industry background Basic photo editing eye (not editing — reviewing) Social media scheduling experience Web scraping / data entry experience How to apply — read carefully 1 Start your application with the words "Gold Coast VA" so I know you've read this in full. Applications without this will not be considered. 2 In 2–3 sentences, tell me about a time you managed a detailed workflow or process for someone else. What was it and how did you keep it organised? 3 List the tools you are confident using from this job description.