Real Estate VA

Screening notes

Experience

3 years as a real estate VA supporting a US-based agent team (a duo in Houston working $300K–$700K residential). I own the full transaction coordination side: from accepted offer to close, I track every deadline, chase every document, and keep the agent out of the paperwork. Over 3 years I have coordinated 140+ closed transactions without a missed deadline. I also handle all listing coordination — MLS input and edits, Zillow/Realtor.com syndication, photo and showing schedule management, and status updates. Lead follow-up is on me too: I manage all inbound leads in Follow Up Boss, run the text and email drip sequences, and escalate to the agent only when a lead responds and wants to talk.

Tools

Follow Up Boss, MLS (HAR — Houston Association of Realtors portal), Dotloop for transaction documents, Google Calendar, Calendly, Gmail, Canva for listing social posts, Slack with the agent team

Scenario answer

Asked: A closing is in five days, but the seller still hasn't returned the signed disclosure and your agent is in back-to-back showings all day. Walk through exactly what you do — starting now — and what you escalate versus handle yourself.

Five days to closing with a missing signed disclosure is a real problem and I handle it before it becomes the agent's problem. First thing I do is check the transaction file: exactly which disclosure is missing, when it was sent, and whether I have a read receipt. Then I call the seller directly — not email, call. If I sent the DocuSign three days ago and there is no open receipt, either they did not see it or they are avoiding it. A call takes 90 seconds and tells me which. If they answer: I explain calmly that we have five days to closing and this document is required by the buyer's lender. 'I can resend it right now while we are on the phone, and I will stay on the line while you open it.' Most sellers just need someone to make it easy. If they do not answer: I leave a voicemail, send a text with the same message (not a generic text — specific: 'The final disclosure was due on [date], closing is [date+5], lender requires it before [date+3]. I can walk you through it in 5 minutes.'), and send the email with the DocuSign link again. All three channels in sequence. What I do vs. what I escalate: I handle the seller contact, the document resend, and the first two to three rounds of follow-up myself. I do not call the seller agent without telling our agent first, and I do not move the closing date — those are calls the agent makes. If I have tried all three channels and the seller has not responded by end of day, I send a summary to the agent: what I sent, when, what the response was, and what I think should happen next. The agent decides the escalation path from there. What I do NOT do: wait to see if it shows up before the closing date. Five days sounds like margin. It is not, once you count the lender's review time.

Work sample

Asked: Write a 5-touch lead follow-up sequence for a new inbound inquiry on a residential listing. Include timing, channel (call, text, email), and what you'd say at each step.

5-TOUCH LEAD FOLLOW-UP SEQUENCE — new inbound inquiry on a residential listing Assumption: Inquiry came in via Zillow or Realtor.com. Lead has not spoken to the agent yet. The property is priced at $425,000 in a suburb of Austin, TX. TOUCH 1 — within 5 minutes of inquiry coming in Channel: Text message 'Hi [first name] — thanks for your interest in [address]. The property is still available. I can schedule a showing as early as [tomorrow] — are you flexible in the morning or afternoon?' Why text first: Zillow leads expect instant response. A text in under 5 minutes signals that we are responsive. The question at the end invites a reply without requiring one. TOUCH 2 — 15 minutes after Touch 1 (if no response) Channel: Email Subject: [Address] — showing availability 'Hi [first name], I just sent you a quick text about [address]. Happy to get you in to see it — here is a link to my calendar to pick a time that works for you: [Calendly link]. The home has [2 key features — 3-car garage, backs to greenbelt]. Let me know if you have any questions before seeing it.' Why email follows text: different attention context. Email is easier to act on with a calendar link. TOUCH 3 — next morning Channel: Phone call Script: 'Hi, this is [name] with [team]. I am following up on your inquiry about [address]. I wanted to make sure you got our messages and answer any questions you have before we set up a showing.' If voicemail: leave the message above plus phone number twice. TOUCH 4 — Day 3 Channel: Text message 'Hi [first name], still happy to get you in to see [address]. There have been [X] showings this week. Does [specific day] work for you?' Why: creates light urgency without being pushy. Offering a specific day reduces friction. TOUCH 5 — Day 7 Channel: Email Subject: Following up on [address] 'Hi [first name], I wanted to do one last check-in on your interest in [address]. If your situation has changed or you are focused elsewhere, no problem at all — just let me know and I will stop following up. If you are still interested, I am happy to schedule a showing at your convenience. This listing has been [receiving offers / priced to sell / recently reduced to $X].' Why: the 'let me know if your situation changed' opening respects their time, often prompts a reply, and keeps the lead warm even if they say not now.

Availability

Full-time, 9pm–6am PHT to cover 8am–5pm US Central (10pm–7am PHT in the US winter). Available in two weeks.

Screening notes

Experience

2 years as a real estate VA for a solo buyer's agent in Phoenix. I manage MLS data entry for listings she refers to clients, coordinate showing schedules, handle lead follow-up in kvCORE, and track transaction deadlines in a shared Google Sheet. I also prepare listing presentations, pull CMAs, and draft offer letters from templates the agent has provided. I am comfortable working independently — my agent is often in showings and I handle a lot on my own judgment. I have not made a deadline mistake in my time with her, though she is a smaller operation (10–15 transactions a year) than some VAs handle.

Tools

kvCORE, ARMLS (Phoenix MLS), Google Sheets, DocuSign, Canva, Calendly

Scenario answer

Asked: A closing is in five days, but the seller still hasn't returned the signed disclosure and your agent is in back-to-back showings all day. Walk through exactly what you do — starting now — and what you escalate versus handle yourself.

When we are five days from closing and the seller has not returned the signed disclosure, I would start by checking when the disclosure was originally sent and whether it was opened. Then I would contact the seller or the seller's agent by email and phone — not one or the other, both — and explain clearly that the disclosure is required before closing and we are on a tight timeline. I would resend the DocuSign link with the email. I would document every contact attempt in the transaction file: date, time, channel, and what the response was. If I reach the seller agent and they say the seller will get it done, I would confirm in writing — a quick email saying 'Just to confirm our conversation, you mentioned the signed disclosure will be returned by [date]. We need it by [date] to stay on track for our [closing date] close.' I would send that even if the call went fine. I would let my agent know immediately that the disclosure is outstanding and what I have done so far. It is her transaction and she should be aware of any risk item, even if I am handling the follow-up. I would not wait until I had a resolution to tell her — I would send a quick Slack with the status. I can handle the seller contact and document tracking myself. Moving the closing date or negotiating with the buyer's agent is something my agent does, not me.

Work sample

Asked: Write a 5-touch lead follow-up sequence for a new inbound inquiry on a residential listing. Include timing, channel (call, text, email), and what you'd say at each step.

5-TOUCH LEAD FOLLOW-UP SEQUENCE Scenario: New inquiry on a listing via kvCORE (buyer clicked 'Request a showing' on a property page) TOUCH 1 — Automated text within 2 minutes (set up in kvCORE) 'Hi [first name]! Thanks for your interest in [address]. I will be in touch shortly to answer any questions and help you schedule a showing. Is there a good time to reach you today?' TOUCH 2 — Personal call within 5–10 minutes If they answer: introduce myself as the agent's assistant, confirm which property they inquired about, ask what prompted their interest (buyer intent gauge), and offer to schedule a showing or answer questions. If voicemail: 'Hi [first name], this is [name] calling from [team name]. I am following up on your inquiry about [address]. Please give us a call back at [number] or reply to our text. We'd love to get you in to see it.' TOUCH 3 — Email same day, 1–2 hours after initial contact Subject: More information on [address] 'Hi [first name], I wanted to follow up on your inquiry about [address]. Here are a few highlights: [2–3 details that are not in the listing — recent update, school info, neighbourhood fact]. I have attached some additional photos. Would [day] or [day] work for a showing? Here is a link to book directly: [Calendly link]' TOUCH 4 — Text, Day 3 (if no response) 'Hi [first name], just checking back in on [address]. New showings are being scheduled this week. Would you like to get in before the weekend?' TOUCH 5 — Email, Day 7 Subject: Still interested in [address]? 'Hi [first name], I wanted to follow up one more time on your inquiry for [address]. If you are no longer in the market or focused on a different area, no problem at all — just let me know and I will remove you from my follow-up list. If you are still interested, I am happy to set up a showing at a time that works for you.'

Availability

Full-time, 11pm–8am PHT to cover 8am–5pm Arizona time, which stays on MST all year. Available in two weeks.

Screening notes

Experience

1 year as a general VA with some real estate work mixed in. For the first 6 months I did general admin for a US client — email management, calendar, data entry. For the last 6 months I have been supporting a real estate investor who mostly does off-market acquisitions: I enter leads into his spreadsheet, send initial outreach emails from his templates, and follow up by text or email until he says to stop or until a lead responds. It is not the same as working with a licensed agent on listed properties, but I understand the follow-up side of real estate and I am a fast learner. I have been studying for the Transaction Coordinator certification to build my skills.

Tools

Google Sheets, Gmail, basic Podio, Calendly

Scenario answer

Asked: A closing is in five days, but the seller still hasn't returned the signed disclosure and your agent is in back-to-back showings all day. Walk through exactly what you do — starting now — and what you escalate versus handle yourself.

If a closing is in five days and the seller has not signed the disclosure, I would first send a reminder email and text to the seller with the DocuSign link and a clear message that the disclosure is needed for the closing to happen on schedule. I would let the agent know right away that the disclosure is still outstanding so they are aware of the situation. If the seller does not respond to my first outreach, I would try calling them and leaving a message. I would also contact the seller's agent to ask for their help in getting the document signed. I would keep a log of all my contact attempts and send updates to my agent each time I try. In terms of what I handle versus what I escalate: I would handle all the communication attempts and document tracking myself. If by day three there is still no response and closing is getting close, I would ask my agent to call the seller directly, since a call from the agent may carry more weight than calls from me. I want to be honest that my transaction coordination experience is still limited, and I would lean on my agent's guidance if the situation became more complex.

Work sample

Asked: Write a 5-touch lead follow-up sequence for a new inbound inquiry on a residential listing. Include timing, channel (call, text, email), and what you'd say at each step.

5-TOUCH LEAD FOLLOW-UP SEQUENCE TOUCH 1 — Immediately (within minutes of inquiry) Channel: Text 'Hi [first name]! This is [name] from [team name]. Thanks for reaching out about [address]. I would love to help you schedule a showing or answer any questions. Are you available this week?' TOUCH 2 — Same day, 1–2 hours later Channel: Email Subject: Information about [address] 'Hi [first name], thank you for your interest in [address]. Please find some additional details about the property below [property highlights]. I would be happy to schedule a showing for you. Please let me know your availability or use this link to book a time: [link].' TOUCH 3 — Day 2 Channel: Phone call Script: Call to introduce yourself and the team, ask about their timeline and what they are looking for, and offer to schedule a showing. TOUCH 4 — Day 4 Channel: Text 'Hi [first name], just following up on [address]. Are you still interested in scheduling a viewing? I have some availability this week.' TOUCH 5 — Day 7 Channel: Email 'Hi [first name], I wanted to do a final follow-up on your inquiry for [address]. If you are no longer interested, please let me know and I will stop reaching out. If you are still looking, I am here to help. Hope to hear from you soon!'

Availability

Full-time, 9pm–6am PHT (9am–6pm US Eastern during daylight saving). Available immediately.