Real Estate Virtual Assistant
REAL ESTATE
VIRTUAL ASSISTANT
✔ Find more qualified clients, faster
✔ Enjoy less paperwork and fewer tasks
✔ Focus your time on your strengths
Get some time to make more money.
ShoreAgents is a trusted partner providing top Real Estate Virtual Assistant services to global brands:
Outsourcing in a Real Estate Business is not all about saving money, sometimes it is about getting more hands on deck to buy a bit of time. More time allows you to be more productive and in Real Estate that means, appraise more properties, list more homes for sale and ultimately sell more properties, which means increasing revenue.
Levi Turner from Bellarine Property in Australia engaged ShoreAgents many years ago and saw an instant increase in appraisals as his support team located right here in the Philippines took care of the rest! This is not rocket science, make sure you are doing the highest value task to be a success in business and outsource the rest to us here at ShoreAgents.
✔ Lower your wage bill
✔ Stream line your system
✔ No quality compromise
✔ Increased productivity
If you are in Real Estate you have probably used BoxBrownie a global Real Estate Marketing company specialising in photo editing, floor plans and more. BoxBrownie started with ShoreAgents in 2017 to utilise our team to provide global customer service.
In 2018 they were a part of the NarReach program and since after saw massive growth. Their team went from just 2 to 16 staff members. A part of their success was being able to tap into a low-cost staffing solution that could allow profits to soar instead of eroding. BoxBrowine now has staff covering 24/7 customer service to the USA, Canada, Australia, New Zealand, Asia and now Europe. No matter how big or small we have you covered at ShoreAgents.
✔ Lower your wage bill
✔ Stream line your system
✔ No quality compromise
✔ Increased productivity
Steve Lovegrove has been with ShoreAgents for 3+ years and he has had tremendous success by implementing virtual assistants in his Real Estate Business. He owns a mid-sized business in the heart of Rotoroa, New Zealand wherein he was finding it difficult to get the scale he needed by using local staff. Steve has a team of 3 staff here in the Philippines and has managed to, one save $200,000 in overhead expenses and two been able to support the huge growth they have had.
Steve is an advocate of ShoreAgents and will continue to use our Real Estate Virtual Assistant company to support his business in the future.
✔ Lower your wage bill
✔ Stream line your system
✔ No quality compromise
✔ Increased productivity
We Have A Success Story to Share Levi Turner
Outsourcing in a Real Estate Business is not all about saving money, sometimes it is about getting more hands on deck to buy a bit of time. More time allows you to be more productive and in Real Estate that means, appraise more properties, list more homes for sale and ultimately sell more properties, which means increasing revenue.
Levi Turner from Bellarine Property in Australia engaged ShoreAgents many years ago and saw an instant increase in appraisals as his support team located right here in the Philippines took care of the rest! This is not rocket science, make sure you are doing the highest value task to be a success in business and outsource the rest to us here at ShoreAgents.
✔ Lower your wage bill
✔ Stream line your system
✔ No quality compromise
✔ Increased productivity
We Have A Success Story to Share Tash Poole
If you are in Real Estate you have probably used BoxBrownie a global Real Estate Marketing company specialising in photo editing, floor plans and more. BoxBrownie started with ShoreAgents in 2017 to utilise our team to provide global customer service.
In 2018 they were a part of the NarReach program and since after saw massive growth. Their team went from just 2 to 16 staff members. A part of their success was being able to tap into a low-cost staffing solution that could allow profits to soar instead of eroding. BoxBrowine now has staff covering 24/7 customer service to the USA, Canada, Australia, New Zealand, Asia and now Europe. No matter how big or small we have you covered at ShoreAgents.
✔ Lower your wage bill
✔ Stream line your system
✔ No quality compromise
✔ Increased productivity
We Have A Success Story to Share Steve Lovegrove
Steve Lovegrove has been with ShoreAgents for 3+ years and he has had tremendous success by implementing virtual assistants in his Real Estate Business. He owns a mid-sized business in the heart of Rotoroa, New Zealand wherein he was finding it difficult to get the scale he needed by using local staff. Steve has a team of 3 staff here in the Philippines and has managed to, one save $200,000 in overhead expenses and two been able to support the huge growth they have had.
Steve is an advocate of ShoreAgents and will continue to use our Real Estate Virtual Assistant company to support his business in the future.
✔ Lower your wage bill
✔ Stream line your system
✔ No quality compromise
✔ Increased productivity
What can a Real Estate Virtual Assistant do?
Well, the answer is quite simple.
Whatever can be done on a computer or over the phone can be done offshore
You got into real estate because you love the business. You’re driven by a passion to get the best deal for your clients. You’re a people person and so is everyone on your team. So why are you spending so much time in front of the computer, following up on emails, sending invoices, doing paperwork, and making phone calls?
A Real Estate Virtual Assistant can do all of those tasks and more.
Imagine if each of your property managers and salespeople had their own real estate personal assistant. Someone to update their calendars, send reminders, draft emails, follow up leads, update your databases, edit photos, and create and place ads. Imagine how much time they would have to get on with the business of selling homes and delighting clients. And imagine if you could do that at a fraction of the cost of hiring someone local to support the whole team.
Why are you spending money on boring repetitive tasks that can be handled offshore? Stop wasting time and start focusing on what you do best - selling and managing properties.
What is a real estate virtual assistant?
A Real Estate Virtual Assistant is an employee who works for your company from an offshore location. They are 100% dedicated to your business and can take on a variety of tasks.
Usually, a real estate VA doesn’t specialise in one specific area. They will be a generalist, supporting one member of your local team. The VA is responsible for appointment setting and confirmations, calendar management, data entry, and any other task that is thrown at them. Their job is to handle and free up the time of the person they are assisting.
There are so many roles.
Check out some of the roles our virtual assistants for their clients.
What tasks can a real estate virtual assistant do?
The first thing you want to know is how much money hiring a virtual assistant is going to save you, right? And it’s an important question. But before we get into that, you need to think about the sorts of things you can hand off to your virtual assistant.
The tasks that your VA can do will vary depending on your sales or rental model. Below is a summary of the most popular admin tasks you can take out of your office and send offshore.
Social Media Management
Social in Real Estate is one of those tasks that seems to fall to ‘whoever has time’. But in a connected world, that’s exactly where your customers are. Are you using the right hashtags? Are your photos Insta-worthy? What does your posting schedule look like? Maximise the power of social by having a professional handle it for you.
While we are on the topic of Social Media we are always trying to grow our reach, so if you can give us follow or like that would be great!
Data Mining and Updating Lists
This is one of the most time-consuming tasks in your office, and yet it can provide the most value to your business. We know that digging through old listings or finding ones that are about to expire can be a gold mine. Leave it to your VA to do the research - leaving you the time to follow up the leads yourself.
Data mining can be an integral part of attracting customers if done correctly.
Qualify Leads and Setting Appointments
How you generate leads is up to you - it could be through cold calling, web enquiry forms, inbound calls, or collecting emails at events. Your VA will contact each of those leads and set up appointments for the qualified ones. Then it’s up to you to close the deal - easy.
What happens when leads come in that want to list or sell and you are on the road making money? I guess the lead has to wait? Not anymore, your Executive Virtual Assistant can take care of this for you.
Real Estate Data Entry
Keeping your databases up to date is essential. Whichever property management systems you’re using, whether it’s for Trust accounting, applications, or maintenance schedules, your VA will process incoming information and update your systems. No more trying to snatch a few hours in your hectic day to do it yourself.
Making sure all data is entered correctly in your Real Estate CRM is so important as you can only get out what you put in. Clean data allows you to make good decisions. Hire a data entry specialist to keep your database up to date and accurate.
Appointment Scheduling
Sometimes it feels like you need to be everywhere at once. Keeping your calendar sane is tough when you’re fielding calls, reaching out to potential new clients, and organising viewings and open houses. Count on your Virtual Assistant to keep your schedule on track so all you need to do is show up and be where you’re needed.
The more appointments you can schedule the more listings and sales you will make, it is that simple.
Blogging and SEO for Real Estate
The saying these days is ‘content is king’ and it's more than true for Real Estate SEO. Keep your website relevant and improve your SEO rankings with ongoing updated content. Your virtual assistant will create posts that engage with your customers, providing information they find interesting and relevant, and building trust with your company.
Arrears Management
People fall into arrears for all sorts of reasons, and often all that’s needed is a quick phone call or email. Of course, a few ‘quick’ calls every day takes time, added to the fact that you’ll probably need to update your database to record the call or schedule another follow-up. Yes, your VA can handle that too because calls look like they come from your office. One less stress.
When tenants fall behind in rent it is bad for you and the landlord, no rent means no fees. Outsource a dedicated property management virtual assistant to make chasing arrears a part of their daily routine so your arrears are nonexistent.
Drafting Emails and Letters
Real estate professionals are great at what they do because they’re brilliant at leveraging their networks. They love to talk. They don’t always love to write. Your , REVA can take on the tedious task of drafting emails and letters to clients. Don’t face the blank page. Start with a draft that says exactly what you need to say and then all you need to do is hit send.
There is a lot of legal red tape in Real Estate, from legal letters, corresponding with lawyers, and drafting effective comminution to the seller, landlord's buyers, and tenants on a regular basis. You can not do it all.
Database Management and CMA Preparation
You’ve already figured out by now that your virtual assistant will help you keep all your data up to date. And that goes beyond just your sales and property management databases. You need to be the expert in your core location, and that means knowing every school and supermarket in the area, every newly approved development, changed traffic conditions, and which houses in which streets have sold and for how much. That’s a lot of data. That’s a lot of lists. Your VA can set up alerts and constantly check countless websites, ensuring your information is always 100% up to date.
Having all that information and important data ready and available makes preparing a Comparative Market Analysis a breeze and makes you sound like the total professional that you are.
Real Estate Bookkeeping
Bookkeeping in Real Estate is one of those essential tasks that is entirely done on a computer. There’s simply no need for your bookkeeper to be on site. Your Real Estate Virtual Assistant will keep track of your expenses, bills, reimbursements, and payroll and make sure that everything is organised in a coherent system. You’ll be able to constantly check on your company’s financial health instead of hoping for the best each quarter.
Need a XERO-certified bookkeeper that knows international taxation laws? We have them!
We are specialists in hiring Real Estate Finance experts who are proficient in the finance tools you use!
Answer All Phone Communications
People are often surprised that a real estate virtual assistant can handle incoming and outgoing phone calls. Your VA will have excellent English and will have no problems talking to customers. Think about it - most calls are people asking about a viewing time or to see if a property is still available. That’s information that can easily be dealt with by your VA.
Ring, Ring who is there? Does your phone get answered 100% of the time or do you let it drop to voice mail and get back to it when you can if you remember? Your VA can answer your phone for you through a VoIP service you can deliver great service to your clients.
Respond to Emails and Chats
The same goes for emails and live chat. Those little emails sure do build up. Imagine if they were just taken care of, almost automatically? Your real estate virtual assistant will deal with the minor communications, leaving you time to chase up the important stuff. Live chat is another area that is growing in popularity but it’s one of those tasks that no one in your office has ownership of. Your real estate VA is the person for that job.
Every website should have a chatbox but who answers? Make sure your chats are answered in a short period of time by having your VA take care of your customer service.
Design Advertisements
Your real estate ads probably follow a fairly consistent format. Photo, text, icons for bathrooms and bedrooms. But making it look gorgeous every time can be time-consuming. Your real estate virtual assistant will give each ad the care it needs so that every pixel is perfect and looks completely professional.
In the Philippines, we have some serious talent in the Graphic design space. Sleek designs can be used to represent your brand in the way you want it and to make it really stand out for the right reasons.
Social Media Management
Social in Real Estate is one of those tasks that seems to fall to ‘whoever has time’. But in a connected world, that’s exactly where your customers are. Are you using the right hashtags? Are your photos Insta-worthy? What does your posting schedule look like? Maximise the power of social by having a professional handle it for you. While we are on the topic of Social Media we are always trying to grow our reach, so if you can give us follow or like that would be great!
Data Mining and Updating Lists
This is one of the most time-consuming tasks in your office, and yet it can provide the most value to your business. We know that digging through old listings or finding ones that are about to expire can be a gold mine. Leave it to your VA to do the research – leaving you the time to follow up the leads yourself.
Data mining can be an integral part of attracting customers if done correctly.
Qualify Leads and Setting Appointments
How you generate leads is up to you – it could be through cold calling, web enquiry forms, inbound calls, or collecting emails at events. Your VA will contact each of those leads and set up appointments for the qualified ones. Then it’s up to you to close the deal – easy.
What happens when leads come in that want to list or sell and you are on the road making money? I guess the lead has to wait? Not anymore, your Executive Virtual Assistant can take care of this for you.
Real Estate Data Entry
Keeping your databases up to date is essential. Whichever property management systems you’re using, whether it’s for Trust accounting, applications, or maintenance schedules, your VA will process incoming information and update your systems. No more trying to snatch a few hours in your hectic day to do it yourself.
Making sure all data is entered correctly in your Real Estate CRM is so important as you can only get out what you put in. Clean data allows you to make good decisions. Hire a data entry specialist to keep your database up to date and accurate.
Appointment Scheduling
Sometimes it feels like you need to be everywhere at once. Keeping your calendar sane is tough when you’re fielding calls, reaching out to potential new clients, and organising viewings and open houses. Count on your Virtual Assistant to keep your schedule on track so all you need to do is show up and be where you’re needed.
The more appointments you can schedule the more listings and sales you will make, it is that simple.
Blogging and SEO for Real Estate
The saying these days is ‘content is king’ and it’s more than true for Real Estate SEO. Keep your website relevant and improve your SEO rankings with ongoing updated content. Your virtual assistant will create posts that engage with your customers, providing information they find interesting and relevant, and building trust with your company.
Arrears Management
People fall into arrears for all sorts of reasons, and often all that’s needed is a quick phone call or email. Of course, a few ‘quick’ calls every day takes time, added to the fact that you’ll probably need to update your database to record the call or schedule another follow-up. Yes, your VA can handle that too because calls look like they come from your office. One less stress.
When tenants fall behind in rent it is bad for you and the landlord, no rent means no fees. Outsource a dedicated property management virtual assistant to make chasing arrears a part of their daily routine so your arrears are nonexistent.
Drafting Emails and Letters
Real estate professionals are great at what they do because they’re brilliant at leveraging their networks. They love to talk. They don’t always love to write. Your , REVA can take on the tedious task of drafting emails and letters to clients. Don’t face the blank page. Start with a draft that says exactly what you need to say and then all you need to do is hit send.
There is a lot of legal red tape in Real Estate, from legal letters, corresponding with lawyers, and drafting effective comminution to the seller, landlord’s buyers, and tenants on a regular basis. You can not do it all.
Database Management and CMA Preparation
You’ve already figured out by now that your virtual assistant will help you keep all your data up to date. And that goes beyond just your sales and property management databases. You need to be the expert in your core location, and that means knowing every school and supermarket in the area, every newly approved development, changed traffic conditions, and which houses in which streets have sold and for how much.
That’s a lot of data. That’s a lot of lists.
Your VA can set up alerts and constantly check countless websites, ensuring your information is always 100% up to date. Having all that information and important data ready and available makes preparing a Comparative Market Analysis a breeze and makes you sound like the total professional that you are.
Real Estate Bookkeeping
Bookkeeping in Real Estate is one of those essential tasks that is entirely done on a computer. There’s simply no need for your bookkeeper to be on site. Your Real Estate Virtual Assistant will keep track of your expenses, bills, reimbursements, and payroll and make sure that everything is organised in a coherent system. You’ll be able to constantly check on your company’s financial health instead of hoping for the best each quarter.
Need a XERO-certified bookkeeper that knows international taxation laws? We have them!
We are specialists in hiring Real Estate Finance experts who are proficient in the finance tools you use!
Answer All Phone Communications
People are often surprised that a real estate virtual assistant can handle incoming and outgoing phone calls. Your VA will have excellent English and will have no problems talking to customers. Think about it – most calls are people asking about a viewing time or to see if a property is still available. That’s information that can easily be dealt with by your VA.
Ring, Ring who is there? Does your phone get answered 100% of the time or do you let it drop to voice mail and get back to it when you can if you remember? Your VA can answer your phone for you through a VoIP service you can deliver great service to your clients.
Respond to Emails and Chats
The same goes for emails and live chat. Those little emails sure do build up. Imagine if they were just taken care of, almost automatically? Your real estate virtual assistant will deal with the minor communications, leaving you time to chase up the important stuff.
Live chat is another area that is growing in popularity but it’s one of those tasks that no one in your office has ownership of. Your real estate VA is the person for that job.
Every website should have a chatbox but who answers? Make sure your chats are answered in a short period of time by having your VA take care of your customer service.
Design Advertisements
Your real estate ads probably follow a fairly consistent format. Photo, text, icons for bathrooms and bedrooms. But making it look gorgeous every time can be time-consuming. Your real estate virtual assistant will give each ad the care it needs so that every pixel is perfect and looks completely professional.
In the Philippines, we have some serious talent in the Graphic design space. Sleek designs can be used to represent your brand in the way you want it and to make it really stand out for the right reasons.
How much management will your VA need?
By now, you’re convinced. You’re drawing up a list of all the tasks in your own office that you can outsource. The next question to answer is how much time you’ll need to invest to manage your new VA.
This is something you need to seriously consider. Like any employee, you need to set clear guidelines about what tasks your VA will do and what the expectations are. Create a schedule that makes sense for both of you, and make it clear that sometimes urgent things will come up. Do you work consistent hours? How about weekends? Which things should happen on which days? Are some tasks daily, weekly, monthly, quarterly?
Never fear. ShoreAgents can guide you through this process. We’ll consult closely with your business to establish job descriptions, guidelines, and best practices. Once you’re all set up, we’ll take care of the employee management side so you don’t have to worry about payroll, attendance, and tax.
How much management will your VA need?
By now, you’re convinced. You’re drawing up a list of all the tasks in your own office that you can outsource. The next question to answer is how much time you’ll need to invest to manage your new VA.
This is something you need to seriously consider. Like any employee, you need to set clear guidelines about what tasks your VA will do and what the expectations are. Create a schedule that makes sense for both of you, and make it clear that sometimes urgent things will come up. Do you work consistent hours? How about weekends? Which things should happen on which days? Are some tasks daily, weekly, monthly, quarterly?
Never fear. ShoreAgents can guide you through this process. We’ll consult closely with your business to establish job descriptions, guidelines, and best practices. Once you’re all set up, we’ll take care of the employee management side so you don’t have to worry about payroll, attendance, and tax.
As you set up your routine with your VA, you’ll both be learning. Some processes will be tweaked to keep everything running smoothly. But very quickly you’ll see tremendous payoffs and you’ll wonder how you ever got by without your real estate virtual assistant.
How much can my Real Estate Business save by outsourcing?
This is a tough question to answer as it depends entirely on the size of your business. Here are some questions to consider.How much time each week do your salespeople spend on admin?
What would it mean to your business if they used that time to meet with people, build networks, and sell properties?
How many properties does each of your property managers handle? How many more could they handle if most of the repetitive admin was done by someone else?
In our experience, a property manager with a real estate virtual assistant can go from 150 properties to 300. Yep, you read that right.
How much does it cost to keep a staff member on-site?
When you hire a real estate VA, you get the whole package. The cost includes their salaries, pensions and health insurance, but it also includes the desk, computer, internet, air conditioning, and all those little overheads that build up as costs to your business.
The average cost of a staff member in the Philippines is 1/4 of what you would pay locally and that is why more and more businesses are outsourcing to the Philippines!
How much time each week do your salespeople spend on admin?
What would it mean to your business if they used that time to meet with people, build networks, and sell properties?
How many properties does each of your property managers handle? How many more could they handle if most of the repetitive admin was done by someone else?
In our experience, a property manager with a real estate virtual assistant can go from 150 properties to 300. Yep, you read that right.
How much does it cost to keep a staff member on-site?
When you hire a real estate VA, you get the whole package. The cost includes their salaries, pensions and health insurance, but it also includes the desk, computer, internet, air conditioning, and all those little overheads that build up as costs to your business.
The average cost of a staff member in the Philippines is 1/4 of what you would pay locally and that is why more and more businesses are outsourcing to the Philippines!
Ready to hire your first Real Estate Virtual Assistant?
Hopefully, by now you’re convinced of the value that a real estate VA can provide to your business. So what is the next step?Are you ready? Here is a quick checklist to make sure.
Do you have a clearly defined job description?
Awesome to hear as this really will be the foundation of getting this journey right from the beginning. Sounds like you are well on your way to getting started!
Have you notified your existing internal team to get buy-in from current staff?
Notifying your internal team is so important so great work on making your intent transparent with your current team so they do not get the wrong end of the stick.
Are your procedures clear enough to be followed?
You are on fire! Procedures will make things run smoothly without you so you can spend more time making money and less time explaining the work.
If you do not think they are clear enough they are probably not. Running a business is all about systems and working with virtual staff can be a bit more challenging. Make sure your systems are A+ or at least the framework is before you get started.
Do you have a cloud-based task management tool to run your new team member on day to day basis?
Wicked! Tech has come so far and productivity tools make outsourcing really simple once you have it all set up. If you have not tried ClickUp, take a look as it is like no other tool we have ever seen.
Here are some popular tools we suggest you take a look at. Trello, Monday, Jira AirTable, Recommended ClickUp
Check out Virtual Real Estate Rockstars featuring Scott Banks, who has mastered the art of working on the move with a real estate virtual assistant, is sharing his ClickUp experience.
Have you set your preferred communication method?
Nice work once again, it is always best to set the one so you do not have communication coming at you from all different platforms.
Check out the most popular and widely used communication tools listed below:
Have you decided who in your team will be responsible for driving this team member?
I really think you are ready to go if you have this one piece working like this means it's either you or someone you trust in your team to have all of these things 100% under control.
Every team needs a driver if this is going to be you then buckle up however if it is not then who is going to drive your new team member daily. Make sure you appoint someone and give them the responsibility of managing this new person.
And most importantly are you being realistic about what you expect from your new team member?
Hiring your first REVA can be a big step. The best thing to do is to work with an agency that hires and sets up offshore employees. At ShoreAgents, we specialise solely in real estate virtual assistants. We know the real estate business inside and out and we have deep knowledge of the needs that are specific to the industry.
Hiring your first REVA can be a big step. The best thing to do is to work with an agency that hires and sets up offshore employees. At ShoreAgents, we specialise solely in real estate virtual assistants. We know the real estate business inside and out and we have deep knowledge of the needs that are specific to the industry.
Howdy, all! I am Stephen Atcheler, the CEO of the fastest-growing BPO in the Real Estate Space, living on the ground in the Philippines!
Why are we the fastest growing? Well, it is simple. I speak your language, so if you are considering hiring a VA as soon as you chat with me, you will feel 100% comfortable that I know what your vision is and can help you execute it.
Real Estate is a different beast altogether, and I know all the key points to make virtual assistants work for all types of Real Estate Businesses. Why? Because I have done it myself with my previous Real Estate Business. I worked out it is not what can they do, it is what you can get them to do, that is the difference.
Here is how you need to think about it: what slows you down? where is your focus best spent? and what can make you the most money if you were solely focused on it? I worked out I first needed a VA to get me time to systemise this business so it ran without me, and I could focus on what I was good at—sales, marketing, and building. I have the same approach with ShoreAgents, and I can say this approach works in all businesses based on how we are smashing it right now!
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