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ADMINISTRATIVE VA

Let us handle real estate administrative tasks like CRM, Email & Calendar Management, Office Administration, Listing & Transaction Coordination, Bookkeeping, and more!

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Be More Productive With An Administrative Virtual Assistant

As an agent, you get paid to sell homes – not do paperwork. Lose your focus & you’ve lost your commissions – which is why thousands of agents & brokers trust MyOutDesk virtual assistants for office administration & transaction coordination tasks.

Our virtual assistants are the best in the industry – well-educated proficient English speakers with real estate experience, available for 60% less than hiring a traditional employee. They save you time & money, increase your productivity, and help you focus on making money – and for an incredibly low price that you simply can’t match with in-house staff.

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 all of the repetitive, non-dollar productive tasks that waste time & ruin your motivation.

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  • Transaction Coordination

    From contract to close and everything in between: our virtual assistants can manage all the paperwork and deadlines involved in your real estate transactions, coordinate offers & communications, and ensure that your deals close as quickly & easily as possible.

  • MLS & Website Listing Management

    Update the information found in your Multiple Listing Service (MLS) to reflect the current property status, as well as update and manage listings on your websites. Quit spending valuable time entering data yourself, and hire a virtual assistant to do it for you!

  • Administrative Support

    Perform a variety of administrative tasks for you such as screen incoming calls and emails, manage your calendars, run reports, update your CRM, and assist you with event coordination and travel arrangements.

  • Accounting and Bookkeeping

    Leave the number crunching to your Virtual Professional.  They will assist you with maintaining your business’s financial records such as accounts payable and receivable, reconciling bank statements, invoicing & managing reimbursements for real estate expenses.

Here’s what an Administrative Virtual Assistant can do for you:

Administrative busy work can bog you down. We know how important these tasks are and how much time it can take to get them done.

An Administrative Virtual Assistant can handle all your paperwork, transactions, and even reception calls! Whether it’s working on documentation from contract to close, managing emails, transaction coordination and the list goes on. They can also manage your CRM and keep tabs on your calendar. An administrative virtual assistant can also handle your MLS and website listing management and make sure that they all reflect the current status of each property as well as manage listings you have on your website. Your admin virtual assistant can also handle your accounting and bookkeeping, keeping tabs on business expenses, accounts that are due, etc. An admin virtual assistant can save you valuable time while handling these essential tasks that you do not need to be doing yourself.

This checklists below only a few examples of the tasks we’ve seen our virtual assistants perform over the past few years. There is so much more that they can do for you! Another way to find out what one of our administrative virtual assistants can do for you and your business is called the sticky challenge. Basically, throughout a few weeks, list down all the admin tasks you handle, and how much time it takes you to do them. By the end of the exercise, identify which of those tasks is revenue producing and those which are not. Everything that does not bring you revenue can be delegated to a virtual assistant. Read more about the sticky challenge HERE.

Let us discuss how we can give you more time to focus on your revenue producing activities! Schedule a Double your business Strategy Session today.

  • Provide Administrative support to the business owners.
  • Manage calendars: Keep owners apprised of calendar, action items, messages and relevant business issues, both internal and external.
  • Make appropriate, informed decisions regarding owners available time
  • Check with agents at least once a day on the status of their respective leads, as this will help the agents do their follow ups with their respective leads
  • Track all leads that we have currently in contract with as well as those leads that we have closed files and submit a lead conversion report at the end of the month, this will enable us to measure the success rate of our lead generation efforts
  • Screen incoming calls & email correspondence. Determine the priority and respond appropriately. Make recommendations as needed regarding appropriate action and follow-up.
  • Gather voicemail messages and phone messages, taking initiative on appropriate action or routing to appropriate person.
  • Make travel arrangements as needed
  • Create and format documents electronically including letters, emails, marketing materials, status reports, spreadsheets (Excel), and other related documents
  • Electronically file, and track a variety of business documents
  • Coordinate meetings including scheduling, agenda creation & logistics
  • Ensure smooth operation of systems for sellers, buyers, lead generation, contact database management, and back office support. Ensures that all systems and processes run efficiently, making revisions as needed
  • Be able to pull up a record of which properties were shown the previous day and call the showing agents to solicit feedback. VA will be provided with a list of questions to ask as well as some scripts and suggestions on gathering the appropriate information. If the showing agent can’t be reached they will leave a message and request a call back and attempt to call the agent 2-3 more times during the following 2 days in order to gather the feedback. When they speak to the agent they will type the feedback into our online showing feedback form so that the feedback can be reviewed by the listing agent
  • Responsible for keeping owners informed regarding any problems or issues that need to be handled
  • Maintains and helps build Operation manual that documents all systems and standards
  • Be able to enter contacts, running queries, exporting data, launching plans and activities, maintaining listings and closings, referrals, create/update templates in Top Producer or similar database/CRM.
  • Coordinate with Offers Coordinator, Buyer’s Agent, Escrow Officer, Asset Manager and Lender
  • Monitor the timeline for all properties
  • Request a Copy of the Deposit (Check the amount if the initial deposit sent by buyer is the same as in the contract) from escrow, if not received yet by escrow send Perform or Quit Notice to buyer’s agent (A P or Q notice is to be sent out to a buyer’s agent whenever some file is already due and they haven’t sent us a copy of it yet. In the sample template, just fill up the name of the Buyer’s agent, the Property address and check out the docs that are already due)
  • Follow up on the receipt of Preliminary Report and make sure that details are correct
  • Contact Lender for Appraisal Order Information
  • Request copy of Inspection Contingency Release
  • Request copy of the Inspection Reports and Termite Inspection Report
  • Request from Lender or Buyer’s Agent a copy of the Loan Commitment/Approval Letter
  • Confirm all Loan Documents are received by the escrow officer
  • Request copy of the Sellers Estimated HUD from Escrow and review for Commission and Utilities
  • Verify with Escrow that funding conditions were received and that loan is set to record
  • Confirm recording of the property from Escrow
  • Request final HUD from Escrow
  • Manage, review and gather documents (all but not limited to):
  • Copy of Listing Agreement
    Copy of Previous MLS
    Property Details
    Property Photos
  • Create a new MLS entry each time there is a new property assignment
  • Update the following information in MLS:
  • List Price
    Listing Status
    Expiration Date
  • Navigate and update information on Client’s MLS
  • Upload a copy of the MLS to Client’s online database portal
  • Upload listing info to website, social media sites, and enhance listings on Realtor.com, Zillow, Trulia, etc.
  • Build Flyer for property for Flyer box and open house
  • Build Virtual tour and post to website, social media and YouTube.
  • Gather the following:
    • MLS of the subject available
    • Property Details
    • Neighborhood Profile
    • CMA
    • 3 Comparable sales
    • 3 Comparable listings
    • Exterior Photos
    • Interior Photos
    • HOA Information
    • Agent Visual Inspection Disclosure (AVID)
  • Determine what type of BPO is needed
  • Include Subject Property Data, Narrative comments about local market conditions, Immediate neighborhood characteristics, analysis of three current listings, and three recent sales of comparable properties, adjustments to the comparable, photographs of the property and estimate of repairs
  • The result is a BPO report with the broker’s opinion of a subject property’s value and anticipated sales price
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