Let’s Build Something Together

MULTIPLE LISTING SERVICE MANAGEMENT

Multiple Listing Service Management is one of the main tasks that Real Estate Virtual Professionals do. The Virtual Professionals can help you with finding or searching available listings for prospective buyers through MLS and with the rise of massive real estate websites like Zillow, Trulia, Redfin, etc. Most importantly, we can also help you list new properties and perform the necessary steps to list the property.

• Coordinate and maintain listings, listing material, and interface with MLS sites.
• List and maintain properties in MLS sites.
• Provide photographs for MLS, print ads and company slide shows.
• Submit MLS sheets for current listings of available homes/lots for sale.
• Create listing brochures; input new listings to MLS.
• Search properties in the MLS system residential and commercial.
• Walk through sellers’ houses to get MLS criteria.
• Monitor house listings on MLS.
• Complete MLS submittals and maintained individual agent website content.
• Prepare listing contracts, search through MLS properties prices for data comparison when clients where purchasing or selling properties.
• Create and update MLS listings and marketing flyers and promotional materials for listings.
• Update all rental websites, trend MLS office listing and local publication.
• Enter and modify listing in the MLS Manage open houses Office paperwork, mail, emails, customer service.
• Use Virtual Tours to create home tours for MLS.

CUSTOMER RELATIONSHIP MANAGEMENT (CRM)

A Customer Relationship Management is a technology for managing all your company’s relationships and interactions with customers and potential customers. The goal is simple: improve business relationships. A CRM system helps companies stay connected to customers, streamline processes, and improve profitability.

When people talk about CRM, they are usually referring to a CRM system, a tool that helps with contact management, sales management, productivity, and more.

LISTING COORDINATION SERVICES

Every realtor knows that the signed contract with each listing is only the first step. At this point, a systemized marketing plan must be implemented. Do you have the extra time needed to market your properties? Or would you prefer spending your time with your clients? One of the most sought services is listing coordination which is easily systematized by us, Virtual Professionals.

With our listing coordination services, you present yourself to your clients as an organized and efficient real estate who keeps them informed every step of the way. When you keep them up-to-date, your clients will feel that they have put their trust in the right Realtor. After all, your relationship with your clients doesn’t end with the listing agreement or with the close of escrow. This is where it begins.

WHAT DOES OUR LISTING COORDINATOR DO?

We provide start to finish coordination of your real estate listings.  We will lighten your workload and keep your life organized that you’ll never have to worry again about missing a step in the process.

LISTING COORDINATION INCLUDES THE FOLLOWING:

1. Open title.
2. Communicate with your clients/follow up on correspondences.
3. Prepare listing documents & send for client signature.
4. Upload to MLS.
5. Identify and track down missing components.
6. Post listing on social media.
7. Follow required state guidelines for paperwork and disclosures.
8. Update the MLS with any required changes such as price, extensions, exclusions, etc.
9. Order sign and utility locate, if required.

TRANSACTION COORDINATION SERVICES

Transaction coordinator assists the Realtors in the processing of the real estate file. The transaction coordinator gathers all information, paperwork, and follows up on the contractual items. Then, the Transaction coordinator puts together the final file of the real estate transaction. Transaction coordinators are on the rise in real estate. Real estate teams are reporting that up to 34% percent of their team claims transaction coordination as their primary function.

Transaction Coordinator handles tasks such as opening escrow and scheduling inspections and appraisals so that the Real Estate Professionals can focus on lead generation.

When it comes to a home under contract, Realtors have to act as the ultimate project manager. Opening escrow, coordinating inspections and appointments, and organizing a stack of paperwork a mile high are only a few of the things Real Estate Professionals have to do. On top of that, everything is on a deadline. You definitely don’t want it to be your fault if a detail is missed. Are you considering hiring a transaction coordinator to free up your time for lead generation? If so, here’s a list of the duties they can take on.

TRANSACTION COORDINATION INCLUDES THE FOLLOWING:

1. Open Escrow. One of the first things a contract to close coordinator will do is collect and deliver the earnest money for the buyer. They also obtain the name and escrow number and make sure it’s given to everyone that needs to know.
2. Schedule & Coordinate. Whether it’s inspections and appraisals for the buyer or a handyman for the seller, the transaction coordinator (TC)  facilitates appointments with all needed vendors to make sure the right people get to the right place.
3. eSign, Review, Submit, Repeat. The paperwork involved in a transaction doesn’t normally top an agent’s list of favorite things to handle. The good news? A transaction coordinator can handle sending the documents, reviewing them for accuracy, and making sure they get where they need to be. Your broker will be as happy as you are about it.
4. Track Deadlines. Most contracts are littered with contingencies and due dates. Your transaction coordinator is going to track all of them and make sure every “T” is crossed and nothing is missed until the closing is official. Forgot that gift for the closing? They can do that, too.

PAPERWORK MANAGEMENT

Virtual Professionals is a remote worker, people often think they can’t help with document management. The reality is that while a Virtual Professionals is limited as to how much they can help with hardcopy files, There’s a lot they can do to help with document management in your business.

Ideally, you will start out with a filing system in operation from the early days of your business. That will mean that organization is simpler and maintaining good document management practices will be much easier. However it’s not until you’re trying to locate a specific item within a large volume of files in no particular order that you realize how badly you need a system.

Regardless of where you’re at in your business, A Virtual Professionals can help you to clean up and organize your files. It doesn’t matter if they’re paper or electronic files stored on your computer or in the cloud.

DIGITAL FILES

Whether all your files are mostly stored in the cloud or taking up space on your hard drive – Virtual Professionals can help de-clutter and sort you out.

Some of the ways that Virtual Professionals can help organize your digital files are:

1. Organise your emails using tags, categories, stars and folders.
2. Create autotext or templates for frequently used emails and phrases.
3. Sort your documents, images, videos etc. They can also make sure you have a consistent naming format that makes it simple to put your hands on what you need.
4. Make sure you have templates for all the documents and presentations that you use on a regular basis.
5. Set up an easy access system so you can access your essential files from all of your devices.
6. Create a filing system and a naming standard. Then organise the files on your computer and in your Dropbox and Google Drive folders appropriately.
7. Sort and rename files on a regular basis. So you can just save files into one directory on your devices. Then each day/week/month/as needed your Virtual Professionals sort and rename files as needed.

Don’t drown in paperwork whether it’s hardcopy or softcopy. Just get a Virtual Professionals to help you get organized and stay on top of your filing forever.

These are a few of the ways a Virtual Professionals can help with document management. There’s always more we can do to help. It’s just a matter of discussing your pain points with your Virtual Professionals.

LIST BUILDING

List building is growing your mailing list by collecting the client’s email addresses. Mind that you need permission to add users to your customer base.

The goal of List Building is to build lists of potential clients, potential investment properties, property owner information, high-net worth individuals, businesses that meet certain criteria, or any other pertinent information you may need for your lead generation & advertising efforts.

Ultimately, the biggest crux of the list building process is your ability to clearly define the criteria for the list that will fulfill your needs. One of the best ways to define a good lead list for your Virtual Professionals is to fulfill the replicate of the defining details of your existing clients, and / or the ideal clients you desire.

CALENDAR MANAGEMENT

Creating and maintaining a daily schedule is an essential part of running a business. You need to be able to see the layout of your day instantly so you will know what you need to get done right away and what can be put on the backburner. Unfortunately, effective calendar management can be remarkably time consuming and complicated, requiring you to figure out the optimal arrangement of your daily obligations. This can take up time that you simply don’t have.

Without effective calendar management, your day can quickly spin out of control as appointments are forgotten, projects are left uncompleted, and your off hours are quickly eaten up by work. Small business owners need far more than simple daily to-do lists for time management. They need calendar management solutions that will help them schedule their day to keep track of everything, from meetings to project deadlines.

As a Virtual Professionals, we can set you up with a calendar management solution that will not only keep your day organized but also optimize your schedule. With experience in a number of calendar management tools, including vCita, TimeTrade, Simple Practice, and more, we can finally bring some order into your day, increasing your productivity and maybe even find you some much needed time off!

MEETING SET UP OR RECEPTIONIST

Receptionist duties have expanded to include a number of other functions as companies consolidate work tasks and responsibilities to create more efficient staffing practices.

This pivotal job function requires a range of skills to successfully perform all the activities associated with a receptionist position. Find a comprehensive list of both the tasks and skill requirements included in the current role of a receptionist.

Depending on the company the receptionist can be responsible for any of the following:

– Answer Phone Calls

• Answer and address incoming phone calls in a timely and polite manner.
• Clearly determine the purpose of the call.
• Deal with queries and provide correct information.
• Forward calls to appropriate person.
• Take and deliver messages accurately and completely.

– Manage Mail

• Sort and distribute incoming mail.
• Prepare outgoing mail for pick-up or courier.
• Organize courier deliveries.

– Financial

• Monitor and record petty cash payments.
• Balance petty cash.
• Prepare travel vouchers.
• Basic cashiering duties.
• Basic bookkeeping duties.

– Clerical

• Photocopy and collate documents.
• Fax documents.
• File documents accurately.
• Maintain equipment and report any malfunctions.
• Monitor, control and order office supplies.

– Organize Meetings

• Book meeting room.
• Inform participants.
• Set up meeting room with necessary stationary and equipment.
• Organize catering for meeting.

– Secretarial Support

• Prepare correspondence and documents.
• Update databases.
• Organize mailings.
• Prepare and maintain spreadsheets.
• Schedule and follow up on appointments.

POSTING ADS

Virtual Professionals who work in Advertising are in charge of creating marketing communication that persuades an audience to buy a product or service. These people may create advertisements for the company that employs them, prepare advertisements for a company’s customers, or both. Advertising includes the people who create the advertisements as well as those who execute the design, creating the graphic, dialogue, or text for the concept the creative staff develops. Advertising involves many different types of media, such as newspapers and magazines, radio advertisements, television commercials, direct mail fliers, social media posts, blog posts, and website advertisements. The purpose of advertising is to develop a brand for a company and create a relationship between the company and its customers through that brand to initiate and sustain sales to those customers. Individuals working in this field have to be comfortable working without a template.

WEBSITES AND SOCIAL MEDIA UPDATES

Simply having a website isn’t good enough anymore. Beginning with your website, your potential customers are passing judgement and making decisions about your online credibility.

The functionality of your website has a definite effect on your online credibility. But the online credibility of your website is also impacted by seemingly small things like outdated content, broken links, and images that are not optimized. There are a lot of pieces that must come together to design and build a successful website. Just as important, once the website has been designed and built, to continue to successfully present your business online, your website requires regular maintenance. Keeping your website current and up to date will ensure a steady flow of traffic.

So how do you find someone that can help you? You need someone that you can trust, that has experience, yet will do the work for a reasonable price.

Having said that, Virtual Professionals have certain skills that we can provide – and some that we can’t. We are not web designers. That isn’t our skill set. We don’t create new websites, templates, themes, or graphics. We know people who are web designers and can help you manage the process if that is what you need.

The skills that we can confidently provide are those of web developers – business people that not only understand the maintenance that a website requires and have the skills to provide that maintenance but also understand how your website should function and have the skills to make it function in that way.

All websites need regular updates. The Content Management System [CMS] needs to be updated to the latest release on a regular basis. Every time the CMS is updated, you need to check all of the existing plug-ins for compatibility with the new CMS version and update those plug-ins as needed. The Theme also needs regular updates. As your Virtual Professionals for website maintenance, we will check your website for all of these needed updates. We will perform the required updates to your CMS, plug-ins and Theme.