Dedicated Project Coordinator & Virtual Assistant for Luxury Construction Portfolio

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We are a luxury residential construction company based in New Jersey, actively managing a portfolio of 15-20+ projects at any given time, including high-end fix-and-flip renovations and ground-up new construction builds. Behind every project is a complex web of deadlines, permits, contractor schedules, vendor coordination, and documentation that all has to move in sync. As our portfolio has grown, we've reached the point where we need a dedicated person whose full-time focus is keeping that system organized, current, and accountable, every single day.

We are seeking a highly organized, proactive Virtual Assistant / Project Coordinator to take ownership of this. This is not a passive administrative role. We need someone who treats our project management system as their home base and who takes real initiative to keep our entire operation running on schedule.

why asana knowledge is the core of this role

we want to be direct: strong, hands-on asana expertise is the single most important qualification for this position. This is not a "nice to have," it is the foundation the entire role is built on.

We're not looking for someone who has simply used Asana as a team member, checking off their own assigned tasks. We need someone with real administrative depth on the platform, someone who understands how to structure a workspace that can support 15-20+ concurrent projects without becoming cluttered or unreliable. Specifically, we're looking for demonstrated experience with:

Building and structuring multi-project portfolios
Custom fields for status, priority, project stage, and deadline risk
Task dependencies, so timeline shifts flag downstream effects
Recurring tasks and automation rules
Sections and workflow stages
Reporting and dashboards to summarize what's overdue or at risk
Cross-project visibility across the whole portfolio

If you've administered an Asana workspace for a team managing many concurrent projects, we want to hear about it in detail.

primary responsibilities

daily asana management: own our asana workspace and its accuracy every day. Review boards each morning, create and place new tasks correctly, maintain recurring tasks, use custom fields and dependencies, keep active views clean, and surface stalled tasks early.

Deadline Tracking: Maintain a real-time understanding of deadlines across all active properties, flag anything at risk with enough lead time to act, identify cross-project dependencies, and provide clear weekly summaries.

Project Coordination: Follow up with project managers and field staff for real status updates, coordinate scheduling between subcontractors and vendors, relay information between parties, and support meeting follow-up.

Holding Team Members Accountable: Actively follow up on overdue tasks, send reminders until items are resolved, escalate when needed, and do all of this professionally but persistently, including with people more senior than yourself.

Document Organization: Save and organize contracts, permits, invoices, and lender documents into the correct Google Drive folders, maintain consistent structure, and handle sensitive documents with discretion.

what we're looking for

proven, hands-on asana administration experience (non-negotiable), a project coordination background ideally in a deadline-heavy environment, confidence holding people accountable, excellent written english, strong organizational instincts, comfort with google drive, reliable u.S. Eastern Time overlap, and self-direction.

nice to have

real estate or construction background, familiarity with permits and lender documentation, quickbooks or xero experience.

how to apply

please include your asana experience in detail (specific boards, number of concurrent projects, which advanced features you've configured), your timezone and working hours, a specific example of holding someone accountable to a deadline, and any relevant real estate or construction background.

This is a full-time, ongoing engagement, and we're looking to fill the role soon.