Expert Real Estate Virtual Assistant

Who we are: We are a leading real estate agency in Hobart, Tasmania, Australia.

VA - Duties & Tasks List – Rapid Response Unit

DAILY TASKS

• Email Management: Review and respond to emails; file once actioned. Prioritize urgent matters and use flags for follow-ups.
• Freedom/Move: Plan and update schedules to reflect the current week’s tasks and priorities.
• Spreadsheets: Regularly review and update operational and client-tracking spreadsheets.
• Appointments: Confirm all team appointments for the day ahead. Relay confirmed details promptly to relevant team members.
• Scheduling & Calendar Management: Managing potential conflicts in the schedule as necessary, ensuring that the VA is proactive in confirming and rescheduling appointments
• Online Inquiries: Monitor and respond to enquiries promptly via Ant Manton’s email to maintain professional and timely engagement.

WEEKLY TASKS:

Tuesday
• Prepare and send vendor reports, including REA & Domain reports.
• Monitor property analytics (REA, Domain) for presentation during team meetings. This ensures actionable insights for weekly discussions.

Wednesday
• Perform post-contract touchpoint emails personally with vendors and buyers to build stronger relationships. Since this fosters rapport, keeping it personal is ideal.

Friday
• Confirm Monday’s appointments, ensuring the schedule is locked in for the following week.
• Review all property listings for accuracy and completeness to avoid any weekend discrepancies.

General Weekly
• Lead Identification: Review CRM data to flag potential leads for the team to follow up.

ADDITIONAL RESPONSIBILITIES:

Buyer Management & Nurturing

• Buyer Match Calls: Create 50 weekly match calls for new listings based on hot buyers and their activity, send these lists to Sales Associates for them to call these clients. This focuses on targeted outreach for higher conversion.
• Unconditional Properties: Send past enquiry lists to Sales Associates for timely follow-up.
• Monthly Targets: Review and adjust property targets based on buyer activity, pricing, and competition.
• Buyer Nurturing Sequence: Update automated email or call sequences in your CRM for buyers actively searching. For example, include tailored market updates, property recommendations, and touchpoints.

Internal Auditing

• Review and renew expiring listings. Send agency extension documents if needed.
• Track and monitor contract conditions; ensure deadlines are met by setting reminders in the Outlook calendar, ensuring to invite the Team.
• Maintain consistent communication with solicitors and conveyancers for updates on property statuses.
• Audit marketing materials for alignment with current branding and update outdated
content.

General Administration

• New Listings: Process and prepare listings for online launch. Ensure all materials are proofed and ready for publication.
• Valtax Reports: Download and distribute reports for upcoming appraisals when a calendar invite is received for said appointment.
• Marketing Materials: Prepare and distribute “Just Listed” and “Just Sold” materials for team use.
• CRM Maintenance: Keep all client and buyer data updated using ID4ME, including enquiries, preferences, and sale readiness.
• Service Providers Database: Maintain an up-to-date list of Building Inspectors, Solicitors, and Finance Brokers for quick referrals.
• Property Descriptions: Assist in drafting descriptions, ensuring alignment with the team’s input.

Client Outreach

• Draft and distribute “Ant’s Rant” newsletters monthly.
• Provide bi-yearly price updates to past appraisal clients for relationship
management.
• Create follow-up sequences for unsold properties, ensuring consistent engagement.
• Send thank-you messages after settlements to strengthen relationships and encourage referrals.

Marketing Support

• Professional Vendors: Book marketing shoots via the Next Creative portal, ensuring booked times work smoothly in the Team calendar.
• Advertising Analytics: Track ad campaign performance and share findings with the team.
• Property Highlights: Create basic highlight videos or slideshows using tools available. This requires a good and competent understanding, and experience with, online marketing tools such as Canva.
• Flyer Design: Design promotional flyers for distribution during Open Homes. This requires a good and competent understanding, and experience with, online marketing tools such as Canva.

JOB TYPE & ASSOCIATED WEEKLY SALARY

• This role requires a full-time 38-hour week, with days beginning at 9:00AM, and ending at 5:00PM Australian Eastern Standard Time, Monday to Friday. This includes breaks based off the relevant award.

• This role would receive a salary of $300 AUD per calendar week, to be paid on a weekly basis.

INSTRUCTIONS: Please apply ONLY if you have Real Estate VA experience.
Please make the subject line: Your Name_years of relevant VA experience.
Please send your updated:
1. CV
2. Portfolio, if available
3. A generic introduction video of you (no need to shoot a new one)

Looking forward to your applications!