Administrative Virtual Assistant

1. Administrative Support
Scheduling Appointments: Coordinates showings, client meetings, inspections, appraisals, and closings, managing the realtor’s calendar.
Document Management: Prepares and organizes contracts, disclosures, listing agreements, and other real estate paperwork for transactions.
Data Entry and File Management: Maintains organized files for clients, properties, and transactions, both digital and hard copies, for easy retrieval.

Email and Phone Management: Screens calls and emails, responds to inquiries, and relays messages promptly to the realtor.
City Certificates and Permits: Assists in applying for necessary city permits and certificates, tracking their progress as needed.

2. Client and Communication Support
Client Follow-Up: Ensures timely follow-up with clients, answering questions or providing updates on listings, transactions, and paperwork.
Showing Feedback Collection: Gathers feedback from showings and relays insights to the realtor for refining property marketing.
New Client Onboarding: Prepares welcome packages and gathers information for new clients to ensure they feel supported from day one.
Daily Activity Updates: Provides clients with regular updates on property status, showing schedules, or other relevant activities, even when no immediate updates are needed.

3. Transaction Coordination
Managing Deadlines: Tracks key dates (e.g., offer deadlines, contingency periods, and closing dates) and ensures everyone involved is on schedule.
Inspection and Appraisal Coordination: Schedules and confirms appointments for inspections and appraisals, sharing relevant information with clients.
Assist with Escrow and Closing Processes: Prepares and reviews documents, coordinates with title companies, and ensures all paperwork is in order for a smooth closing.

4. Marketing and Listing Assistance
MLS and Online Listing Management: Uploads and updates listings on the MLS, Zillow, Realtor.com, and other platforms, ensuring accurate information.
Social Media and Online Marketing: Manages social media accounts, posts new listings, and engages with followers to increase visibility.
Open House and Event Preparation: Organizes materials, sets up signage, and prepares the property for open houses or client events.
Photography Coordination: Schedules photography sessions, virtual tours, or videos for listings, coordinating with professional photographers.

5. Research and Market Analysis
Competitive Market Analysis (CMA) Preparation: Assists in gathering data on comparable properties, recent sales, and market trends.
Neighborhood and Property Research: Provides information on neighborhoods, schools, and local amenities for potential clients.
Real Estate Data Updates: Monitors trends, new developments, and changes in the market to keep the realtor informed.

6. Technology and Database Management
CRM Management: Updates client and lead information in the CRM (e.g., KV Core), ensuring all contacts are organized for follow-up.
Data Tracking and Reporting: Generates reports on listings, client engagement, and lead sources to inform marketing and sales strategies.
Website Updates: Assists in updating the website with new listings, client testimonials, and recent sales.