The Top Real Estate Agent’s Virtual Assistant!

Featured Image_The Top Real Estate Agent’s Virtual Assistant

The Top Real Estate Agent’s Virtual Assistant!

Stephen Atcheler

Stephen Atcheler


Before you can become the Top Real Estate Agent, you must start and climb your way off the bottom. I remember my first day in Real Estate Sales when I was hired by Greg Jackson at MetroCity, at the bright bushy-eyed age of 18. I had come from a short career as a Personal Trainer when Greg recognised my prospecting, sales skills, and my lack of enthusiasm listening to people explain why they are out of shape, all day long.

So Day 1, I turned up at what used to be a normal time for my past career, which was 5 am, only to find no one there until 9 am. Lesson 1, start time 9 am. From there, the lessons came faster and not through training. It was really from the simple realisation that I was not going to get a whole lot of help. Everyone’s busy doing what they need to do and the first thought I had was, “What am I going to sell?”. Lesson 2, if you have nothing to sell, you sell nothing.

“Welcome to the hard School of Knocks in Real Estate.”

Real Estate is a really simple game when you break it down and you remember that first day where you had nothing to sell, and the effort you put in to get your first piece of stock. That really is the hardest part. Like any business, the game is won by out prospecting your opponent. I will say it again in another way.  Just out prospect your opponent and make new listings an obsession. This skill has stuck with me, even today.  I must get on the phone daily and find 1 prospect that is interested in using our Real Estate VA Company.

“The Real Estate game is won by simply out prospecting your opponent.”

If you are a principal or you are the Top Real Estate Agent in your patch, this will resonate with you, as we have all been there. When you are new, you have limited funds to hire any support, so it is you who has to do everything. Keeping in mind, it is all about out prospecting. In the mornings, your first task is to set a new listing appointment for tomorrow. Following that, you will need to instigate a new marketing activity to make sure your funnel is full, and tomorrow you can pick up the phone and set up your next listing appointment.

Top Real Estate Agent

The front end of the day is focused on generating listings. Then, you have your afternoon to take a buyer or two out to show a home. Once you return from this, you have some time to catch some of your vendors, to keep them up-to-date or talk about positioning the price to sell. I am assuming this is basically what your typical day would look like or possibly rearranged in another order that suits you, but, the fundamentals are the same. This cycle, done daily, will eventually make you a top agent. You cannot fail if these activities are your addiction.

“List, Reduce, Eat, Sleep – the top agents Real Estate Cycle.” 

Talking about the cycle fits into one paragraph. However, the list of activities does not! Once you get traction, the only way to get to the top is to get all the non-dollar productive tasks off your plate. Tom Panos talks about it: if you have no PA, you are the PA. It is very true. However, when he talks about it and hiring your first PA, he talks about a RED Admin PA and the second is a BLUE PA which is a more producing VA, to help with prospecting and buyer appointments. Both roles discussed are in-house. I would like to add a different spin on it and suggest that you hire a Real Estate VA rather than an internal admin PA.

So, I get your attention, an ADMIN VA will cost you about $20,000 a year and locally, for the same role, it will cost you $60,000+ a year. Is there anyone who would not like an extra $40k in their kick a year? Why don’t people do it? Well some do and the ones that see it through will succeed with it, but, you do have to invest a lot of time in training and so on. I get it, if it takes your time, then you are not doing what you should, and it defeats the purpose.

This is why we created the Real Estate VAcademy!

“How can a Real Estate VA support you as a top agent?

Here we go. Let’s talk about some marketing efforts you may do and I’ll have my team just put a little tick on them if they can do them.

  • Create a Social Media Page
  • Create designs and content in photoshop or Canva
  • Data-mine for expired listings and withdraws
  • Add content to your website e.g. Blog
  • Use Facebook Business ads to generate leads
  • Build your connections on LinkedIn
  • Activate campaigns in your CRM
  • Create a mail merge Direct Mail Campaigns
  • Nurture prospects and find opportunities
  • Prospect calls to your buyer’s log
  • Reach out to private sellers
  • Create market update reports
  • Track and analyse results you are informed
  • Manage your online presence, e.g. Google Reviews, RateMyAgent
Good reviews

I could go on forever about all the activities you should have someone doing behind the scenes to drive your listing opportunities through the roof. The activities listed above are about getting more listings. However, there is a load more work when you actually get a new listing that has to be completed. I am sure, as a Top Agent, you have a new listing checklist as long as your arm that has to be completed.

  • Agreement created
  • Property info filed and added to CRM
  • Marketing invoice generated
  • Photographer booked
  • Sign ordered
  • Just listed created
  • Just listed promotion
  • Send property live
  • Send Buyer Match email
  • Email it to hot vendors

I think by this point, you are getting the point. Now, I am not sure if you are reading this as an agent or as a director with a room full of agents tripping over themselves on a daily basis, as they were only made to list and sell. Take a good look at these front-end activities and think are you doing enough of these and can you afford $1900 AUD a month? If you can, that will get you a full-time VA with us who has completed our Real Estate Sales 101 course.

I can tell you personally, using a VA works! I never got to write a million in fees. I got to $800k. However, I turned more to running the business and was happy to have a team of $400k writers. What I can tell you is that I would never have been able to get to $800k without support from VA’s. If you have considered this or even are just at the early stages, what I suggest is, you have a read of this book “The Offshore Tipping Point”. Once you have done this, fill out the contact form and mention you are a Top Agent and we can have a chat and carefully put together a tailored plan to help keep you at the top or take you to the top!

Thanks, so much for reading my article. I enjoy writing them and sharing some value with fellow Real Estate Lovers. Take care, stay safe.

About Author

Meet Stephen Atcheler, the Managing Director of a Real Estate Virtual Assistant Company. Stephen has been working in the industry since 2013 and has a wealth of experience in making outsourcing work for real estate businesses. He fell in love with real estate at a young age and has been working in the field since 2005. Stephen's passion for real estate and helping other business owners thrive led him to start his own real estate business in 2012, and eventually, to establish a real estate virtual assistant company to take it to the next level. Stephen's wealth of experience and knowledge in real estate and outsourcing make him the perfect person to guide you in setting up your own virtual assistant team. Feel free to reach out to him on Facebook, LinkedIn, Twitter, or Instagram.

Submit a Comment

Here are other articles you may like

Follow us on our social media channels:

Powering Global Brands

Hear what our members have to say

Find out more about how it works?

How much does it cost?

Find out more about how it works?

How much does it cost?


Are you ready to hire one agent?

Are you ready to hire one agent?

Do you need to build a team?

Do you want to hire a complete workforce?

Do you need to build a team?

Do you want to hire a complete workforce?

Pricing Calculator

Assistant Property Manager
Transaction Coordinator
Property Accountant
Real Estate Sales Assistant
Assistant Development Manager