Real Estate Agent's Virtual Assistant | For the Top Performers

The Top Real Estate Agent’s Virtual Assistant!

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.

real estate agent's assistant

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

real estate agent's assistant

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.

2 Comments

  1. Avatar

    Would like to enquire about a sales VA for my wife: Gaby McEwan.
    How experienced are your VA’s ?
    Do you offer both part time & full time VA’s

    Reply
    • Stephen Atcheler

      Thanks for the comment, we supply full-time sales VA’s. We have VA’s with 2+ years of experience or green. It is really up to you. It is best we book in a time to have discovery session. I have your email. So I will reach out that way. Have a great day 🙂

      Reply

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Contributors

With 13 year’s experience in Real Estate, 7 years running businesses, 6 years running offshore teams and importantly the Managing Director of a Real Estate Specific Offshore Staffing Solution for the past 3 years. Stephen Atcheler is an expert in helping businesses implement offshore solutions to help them scale, reduce internal wage costs, create automation and develop an online footprint.

Stephen Atcheler

The Marketing Manager and Coordinator of ShoreAgents, Angie Dayrit has built her career in the Marketing field for 5 years.
Since the early age of 20, she has been exposed to the positivities and possibilities of top career industries.
She’s a firm believer of the power of out-of-the-box thinking–taking in the key things of traditional marketing while openly embracing the technological advancements of Marketing.

Angie Dayrit

CIPS, TRC, Founder and Managing Director of property management business solutions company ireviloution is an international real estate identity who has coached, mentored and trained over a thousand of property management teams and business to success and thousands of individual property management business owners and property managers worldwide.

Jo-Anne Oliveri

A co-founder of LockedOn – a powerful, easy-to-use real estate CRM platform that makes listing and selling simple. With over 15 years in software development experience in the real estate industry, Iain has helped create software solutions that have enabled thousands of agents create lasting relationships with their customers.  

Iain French

He is the Founder of the hugely successful Offer Management Platform, Market Buy, and a career real estate agent spanning 22 years. He has worked in all facets of real estate and has won many awards over the years for Innovation, Sales volume, and office performance. Dave is dedicated to improving the real estate industry and providing agents with the tools they need to survive and thrive in an ever-evolving business environment.

Dave Stewart

She is the founder of Rent Roll Starter and specialises in helping independent real estate agents to start and build their own Rent Rolls, using affordable (and sometimes free) marketing and growth strategies.

Ellen Bathgate

He is the Co-Founder and CEO of the Melbourne-based proptech start-up Rental Heroes. He is passionate about applying innovative digital solutions to help people connect better. Like many Australians, Ben and his co-founder Dom, have been both tenants and landlords. They founded Rental Heroes because they saw an opportunity to speed up issue resolution and automatically handle common tenant requests 24/7 (everything from a broken dishwasher a to pet requests!). Rental Heroes have launched their AI-chatbot “Alex” - who helps property managers by liaising directly with tenants to handle everyday requests and issues.

Ben Burton

With more than 15 years experience as a professional real estate photographer, Brad has a deep understanding of what it takes to showcase a home in its best light. After photographing homes all day and editing them all night, Brad decided to create BoxBrownie.com, which has become the ultimate photo editing portal for everyone from professional photographers, real estate agents, to property managers.

Brad Filliponi

With extensive digital experience spanning over 30 years, He is a full-service mobile marketing business specialist and chatbot ninja. Mike helps empower small business owners and real estate agents to achieve marketing success on Facebook by generating leads through conversation.

Mike has built the marketing platform and designed the Facebook strategy using old school systems so that Real Estate Agency owners can build the most effective marketing lists as well as own the data from advertising and marketing. Following Mike’s vendor paid 12-point strategy over 12 weeks will build a list of over 1,000 prospects segmented into Buyers and Sellers that teaches Facebook who should see your ads in the future.

Mike Hillsdon

A marketing consultant, writer, and a social entrepreneur. For the last two years, he’s been engaged in Australian real estate marketing, media broadcasting, and shared services marketing.

He has a great passion for evolution in terms of learning which develops a holistic facet in his personality.

Ejay Manalansan

Sarah has emerged as a highly sought after speaker and panelist on the intersection of artificial intelligence and human systems in real estate. Sarah is passionate about helping agents and organisations to understand this new technology, simply, so they can make confident and informed decisions about how to adapt to a future of work where human and digital resources collaborate.

Sarah Bell

Joel is the founder of Property TV and has worked with some of the most innovative companies in Australia, USA and Europe. He is the former CEO of Californian PropTech entity Transmit Data and former CIO for a Silicon Valley technology incubator, Joel has been at the forefront of property marketing and technology for the past 15 years. Joel is also the former CIO of the Australian Property Institute and former Head of Technology for real estate franchise group, Raine & Horne.

Joel Leslie

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