Everything an Administrative Virtual Assistant Can Do For You
In real estate, administrative work is necessary, but not dollar-productive. It’s friction in your sales process — an anchor around your neck keeping you from reaching higher production volumes. It’s also a distraction that threatens to cloud your focus and take your production numbers off track.
In other words, administrative busy work can bog you down. Yes, it’s important — but that doesn’t mean some or all of it can’t be delegated. If you’re spending too much time on paperwork and not enough time selling, then it’s time to get a virtual assistant to handle the repetitive, time-sucking tasks that fill your schedule & ruin your motivation.
An Administrative Virtual Assistant can handle all your paperwork, transactions, and even reception calls! Whether it’s working on documentation, managing emails, handling calls, or even doing transaction coordination, your administrative virtual assistant can is someone to rely on for the day to day busy work in your office.
Your admin can also manage your CRM, keep tabs on your calendar, handle your MLS & website listings as well. Task them with keeping your listing up to date, to make sure that they all reflect the current listing price & status of each property.
While you’re at it, your administrative virtual assistant can also handle your bookkeeping tasks, tracking tabs on business expenses & account status, and more. These are just a few of the valuable tasks you can outsource and avoid having to manage on your own.
There are many, many job functions that an administrative virtual assistant can handle, so let’s break them up into 3 primary roles that we commonly see:
Listing Coordinator
Lead Generation, Advertising and Production:
- Contact Management within your database. Are contact details valid and updated?
- Lead Tracking and Coordination. What is the stage of each lead? Are they organized by stage? Do they need follow-up? Nurture? Who needs to be doing this? What needs to be done for each lead’s stage?
- Maintain a File of Testimonials- What are your clients saying about you? Are you capturing them? Where do they go?
Seller Prospecting and Servicing:
- Lead Follow-up. What sort of follow-up do you have set-up for each of your leads’ stages? Who is performing them?
Transaction and Closing Coordination:
- Obtain Testimonials and Referrals. Once you’ve successfully helped your client, getting their feedback can be valuable to your business and can be extremely useful in marketing your business.
Administration and Accounting:
- Schedule Events and Meetings. Updating your calendar and ensuring that you don’t have any scheduling conflicts. Setting-up meetings and events.
- Maintain All Databases. How are your databases organized? How often are they updated?
Research and Communications:
- Answer Phones
- Take & Leave Messages
- Check Voicemail
- Return Calls
- Send & Receive Emails
- Provide 800 Number
- Maintain Real Estate License
- Schedule and Attend Various Training
Listing Manager
Lead Generation, Advertising and Production:
- Write & Place Advertising
- Produce Graphics and Feature Sheets
- Prepare Listing Packages
- Select Graphics Vendors
- Select Advertising Vendors
- Design & Maintain Website
- Set up & Maintain Talking Ads (IVR)
- Handle Consumer Complaints
- Goal Setting, Planning & Leadership
Seller and Prospecting Service:
- Prepare and Deliver a Pre-Listing Package
- Complete the Listing Contract
- Provide a Sellers Net Sheet
- Arrange for Signs
- Arrange for the Lock Box
- Set up Showing Procedures
- Arrange for Photographs
- Put Information in the MLS
- Put in or Link to Websites
- Provide Graphic Feature Sheets
- Arrange for Flyers and Marketing Materials
- Arrange Office Tours
- Arrange Broker Open Houses
- Provide Feedback from Showings
- Update the MLS and Websites
- Obtain an Estimate of Closing Costs
- Initiate the Closing/Title Process
Buyer Prospecting & Servicing:
- Follow-up on Buyer Leads
- Send Updates to Out of Town Buyers
- Arrange for House-Hunting Visits
Administration & Accounting:
- Maintain Listing Property Files
- Make Copies
- Make Appointments for Showings
- Maintain All Databases
- Inventory Signs and Lock Boxes
Research & Communications:
- Answer Phones
- Take and Deliver Messages
- Check Voice Mail
- Return Calls
- Send and Receive Faxes
- Send and Receive E-Mail
- Deal With Correspondence
- Maintain Real Estate License
- Schedule and Attend Training
Transaction Coordinator
Seller Prospecting & Servicing:
- Complete the Listing Contract
- Provide a Sellers Net Sheet
- Obtain an Estimate of Closing Costs
- Assist in the Selection of Service Providers
- Initiate the Closing/Title Process
Buyer Prospecting & Servicing:
- Complete the Buyer Rep. Agreement
- Obtain an Estimate of Closing Costs
- Assist in the Selection of Service Providers
- Initiate the Closing/Title Process
Transaction & Closing Coordination:
- Set Up Contract to Closing File
- Fill Out Greensheet
- Establish Communication With All Parties
- Advise Parties on Timetable to Closing
- Coordinate Loan Application Process
- Coordinate Inspections
- Advise on Repairs
- Assist with Appraisals
- Coordinate the Closing Process
- Schedule the Closing
- Confirm the Distribution Authorization (DA)
- Review the Closing Paperwork (HUD-1)
- Insure for All Filings and Notifications
- Arrange for Closing Gifts or Events
- Assist With Occupancy or Relocation
- Provide Post Closing Information & Service
- Obtain Testimonials & Referrals
Administration & Accounting:
- Maintain Listing Property Files
- Maintain Contract Files
- Make Copies
- Make Appointments for Showings
- Maintain All Databases
- Inventory Signs and Lock Boxes
These examples are only a few of the tasks we’ve seen our administrative virtual assistants perform over the past few years! As a rule of thumb, just consider that nearly everything that does not bring you revenue can be delegated to an administrative virtual assistant.
Let us discuss how we can give you more time to focus on your revenue producing activities! Schedule your Double My Business Strategy Session today to find out how a MyOutDesk real estate virtual assistant can help you!
