The Virtual Assistant (VA) supports the end-to-end land origination function, with a focus on research, data management, multi-channel outreach coordination, and pipeline administration.

This is a process-driven role that requires strong attention to detail, initiative, and the ability to work within a defined playbook across multiple software platforms.

The role exists to support the Origination Lead by handling administrative and research tasks, allowing them to focus on landowner relationships, client management, and deal execution.

Key Responsibilities

1. Property Research & Data Management

• Export corridor data from Cotality Territory into Excel and/or Monday.com, including:
  • Landowner names
  • Property addresses
  • Contact numbers
  • Land size details
• Run identified properties through Archistar to assess:
  • Flood risk
  • Bushfire exposure
  • Topography
  • Planning suitability
• Remove properties that fall below minimum land size thresholds
• Conduct title searches to obtain registered owner first names
• Maintain accurate and up-to-date property lists and pipeline boards throughout the process

2. Contact Research

• Research landowner contact details using:
  • Google searches
  • LinkedIn Premium
  • Apollo.io
  • iD4me
• Search landowners on LinkedIn and compile relevant contact information
• Use Apollo.io to extract verified contact details from LinkedIn profiles
• Use iD4me to:
  • Find address-based contact information
  • Identify relatives and secondary contact options
• Record all contact details in the pipeline tracker with proper source attribution

3. Multi-Channel Outreach Coordination

• Prepare and execute personalised mail merge letters using Sinch ClickSend or PostGrid
• Ensure all outreach includes:
  • Correct landowner first name
  • Exact property address
• Send personalised:
  • SMS messages
  • WhatsApp messages (maximum of 20 per day; never templated)
  • Emails
• Coordinate follow-up activities by flagging the Origination Lead for next-day calls
• Track outreach progress and statuses, including:
  • Sent
  • Opened
  • Responded
  • Called

4. Pipeline Administration

• Maintain and update the origination pipeline in Monday.com and/or Excel
• Prepare weekly property status summaries for client meetings
• Enter property summaries and landowner notes into the client CRM system
• Flag properties requiring client approval and monitor progress
• Assist with client reporting related to pipeline updates and progress tracking

5. General Coordination

• Coordinate scheduling for:
  • Landowner calls
  • Site visits
• Assist in preparing property summary documents, including:
  • Line details
  • Land characteristics
  • Suitability notes
• Escalate issues, unusual findings, or unresponsive landowners promptly
• Follow the Land Origination Process playbook accurately and consistently

Tools & Platforms

Prior experience with the following tools and platforms is advantageous; however, full training will be provided.

• Cotality Territory – Corridor mapping and parcel export
• Archistar – Property suitability screening
• iD4me – Address-based contact and relatives lookup
• Apollo.io – LinkedIn contact enrichment
• LinkedIn Premium – Landowner search and InMail outreach
• Sinch ClickSend / PostGrid – Personalised direct mail merge and outreach
• Monday.com / Excel – Pipeline tracking and data management
• Client CRM Systems – Property and landowner status logging
• Title Search Services – Registered owner name lookup
• RenewMap – Utility-scale project identification
• lookupandlive.com – Identification of 5 MW and smaller distributed sites

Skills & Attributes

Essential

• High attention to detail and data accuracy
• Strong organisational and multitasking skills
• Ability to follow structured processes and playbooks precisely
• Excellent written communication skills for personalised outreach
• Proficiency in:
  • Excel
  • Monday.com
  • Project management or tracking tools
• Ability to work independently with minimal supervision
• Reliable, responsive, and consistent during agreed working hours

Desirable

• Experience in property, real estate, or energy/infrastructure business development
• Familiarity with:
  • Australian landowner databases
  • Title search processes
  • Property mapping tools
• Experience using outreach platforms such as:
  • ClickSend
  • PostGrid
  • Similar direct mail tools
• Understanding of the Australian renewable energy sector