Property Investment Project Manager

About Fontaine Real Estate

Fontaine Real Estate is a founder-led UK property investment business helping busy professionals and first-time investors build wealth through carefully sourced property investments.

We provide a bespoke, end-to-end service — from property sourcing and market research through to purchase progression, refurb coordination, tenant sourcing, and handover to management. Our clients trust us to guide them through the process with clarity, strong communication, and high standards of delivery.

We are now looking for a highly organised, proactive and client-focused Property Project Coordinator / VA to help manage the delivery side of our client service.

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The Role

This role is ideal for someone who is confident communicating with clients, highly organised, and comfortable coordinating multiple moving parts.

You will support the founder and wider team by helping to manage client projects from onboarding through to property purchase and project progression. You will play a key role in ensuring that clients feel well-supported, files are kept moving, third parties are followed up with, and internal standards remain high.

This is not a purely administrative role. We are looking for someone who can take ownership, use initiative, think ahead, and help maintain a premium client experience.

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Key Responsibilities

1. Client Communication & Updates

* Provide regular written updates to clients on the progress of their property search, purchase, or project.
* Support with verbal client updates where required, including phone or video call communication.
* Respond professionally and promptly to client queries, escalating matters where appropriate.
* Ensure clients feel informed, reassured, and clear on next steps throughout their journey.

2. Case Progression & Third-Party Liaison

* Liaise with estate agents, solicitors, mortgage brokers, surveyors, builders, letting agents and other third parties.
* Send clear instructions and follow-ups to keep transactions progressing.
* Chase outstanding documents, updates and action points.
* Monitor purchase progression and identify delays or risks early.
* Escalate urgent matters to the founder with clarity and suggested next steps.

3. Client File & Process Management

* Keep client folders, trackers, CRMs and case files organised and fully up to date.
* Ensure key documents are saved correctly, including sales memos, surveys, valuations, mortgage offers, quotes and correspondence.
* Track key milestones and next steps for every active client.
* Maintain clear internal notes so that the founder can quickly see the status of each client/project.

4. Property Pack Preparation & Quality Control

* Support in preparing professional property packs and investment summaries for clients.
* Review sourcing work for completeness, clarity and quality before it is shared, where required.
* Check that key property information, numbers, risks and supporting data are included.
* Help ensure all client-facing documents reflect Fontaine Real Estate’s premium standards.

5. Internal Coordination

* Work closely with the deal sourcing team to understand live opportunities, gather missing information and clarify client requirements.
* Support handover of sourced deals into the client/project delivery process.
* Help identify where team processes can be improved to avoid bottlenecks or missed steps.
* Contribute to SOPs and improved internal workflows over time.

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Essential Experience & Skills

The successful candidate must have:

* Strong experience in client communication, customer success, account management, project coordination or a similar role.
* Excellent written and spoken English.
* Confidence communicating with professional third parties by email, WhatsApp and phone.
* Strong organisational skills and the ability to manage several active files at once.
* A proactive mindset — able to chase, follow up and keep tasks moving without waiting to be told repeatedly.
* Strong attention to detail when reviewing documents, trackers and client-facing materials.
* Ability to work independently and use sound judgement.
* Experience working remotely and managing time effectively.

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Highly Desirable

* Previous experience in property investment, property sourcing, conveyancing support, real estate administration, mortgage case progression, or project management.
* Familiarity with the UK property buying process.
* Understanding of buy-to-let, BRR, refurbishment projects or investment property analysis.
* Experience preparing client reports, property packs, or investor-facing documents.
* Experience using tools such as Google Drive, spreadsheets, ---------- , Asana, ClickUp, GoHighLevel or similar CRM/task systems.

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What We Are Looking For in the Right Person

We are looking for someone who is:

* Warm, professional and polished with clients.
* Calm under pressure.
* Highly dependable.
* Naturally thorough.
* Commercially aware.
* Comfortable taking ownership of outcomes.
* Able to spot where something has stalled and take action.
* Invested in delivering a high-quality client experience.

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Hours & Working Pattern

* Part-time with scope for full time remote role.
* Must be available for overlap with UK working hours.


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Application Questions

To apply, please send:

1. Your CV.
2. A short introduction explaining why you are suited to this role.