Sample shortlist · candidates written by us, real screener output
Real Estate VA
This is what every search delivers: finalists screened against the brief, each with a score, screening notes, structured answers, and a graded work sample. These sample candidates were written by us and run through the real screener — the scores and notes are its unedited output, not a mock-up.
The brief they were screened against
Role: Real Estate VA · Band: $950–1,650/mo
Must-haves: MLS and portal listing coordination, transaction paperwork tracking, appointment scheduling, lead follow-up sequences
Nice to have: Follow Up Boss or KVCore CRM, contract and disclosure timeline chasing, social media scheduling for listings
Scored by the same rubric the production screener runs on real applicants (real-estate-va, claude-sonnet-4-6), on 2026-09-21. Nothing below was edited afterwards — including where it went against a candidate. The rubric and weights are published.
Analisa C.
SCREEN 84/100Screening notes
Strongest evidence: 140+ closed transactions on a named MLS (HAR), Follow Up Boss confirmed by name with described workflow (drip sequences, escalation logic), Dotloop for paperwork — these are specific, falsifiable claims that match the must-haves almost exactly. The scenario answer demonstrates genuine process thinking: she sequences channels by logic (call first because read receipts tell you something), explicitly delineates her authority boundary (no closing-date moves, no seller-agent calls without agent), and pre-empts the 'five days is enough time' mistake — that last point is practitioner knowledge, not a generic answer. The 5-touch sequence is the strongest work sample in this salary band: channel rationale is stated per touch, copy is contextually specific (not template filler), and Touch 5's opt-out framing is a real technique that reduces unsubscribes and often recovers dormant leads. Biggest concern: all experience is with a single two-agent Houston team, so scalability to a larger or differently structured operation is unproven, and the $1,400 ask sits at the upper-middle of band, which is justifiable but leaves little room for raises without renegotiation. Verdict: present to client — this candidate covers every must-have and two nice-to-haves with named tools and numbers, and the written English is clean and professional throughout.
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.
Scenario answer
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
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.
Michelle D.
SCREEN 82/100Screening notes
Strongest evidence is the combination of named, role-specific tools (kvCORE, ARMLS, DocuSign, Calendly) with real volume context (10–15 transactions/year, solo buyer's agent in Phoenix) and a scenario answer that demonstrates genuine procedural discipline — dual-channel contact, written confirmation of verbal commitments, immediate agent escalation without waiting for resolution, and a clean boundary around what is hers to decide versus the agent's. The 5-touch sequence is well-structured and operationally realistic: the 2-minute automated text, the intent-gauging call script, the Calendly embed, and the opt-out framing on Day 7 all reflect someone who has actually run this workflow rather than described one. Biggest concern is volume ceiling — 10–15 transactions annually is a light load, and there is no evidence of performance under pressure (simultaneous closings, high-inquiry periods, a difficult escrow), so resilience at scale is unproven. Verdict: advances to interview; probe for highest-volume month experienced, what a deadline-miss near-miss looked like and how she caught it, and whether she has handled more than one transaction in parallel without agent availability.
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.
Scenario answer
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
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.'
Karen V.
SCREEN 63/100Screening notes
Strongest evidence is the lead follow-up sequence, which is structurally sound with correct channel sequencing and timing, though Touch 4 text is weak ('just following up' is filler) and the sequence lacks urgency escalation or a re-engagement angle beyond 'final follow-up.' The scenario answer shows reasonable procedural instinct — notifying the agent immediately, logging attempts, escalating at day three — but lacks any specifics: no DocuSign tracking steps, no mention of contract timeline clauses, no real TC vocabulary, and the honesty disclaimer reads more as a confidence gap than self-awareness. Experience is the core concern: six months of off-market investor support (spreadsheet lead entry, templated outreach) is materially different from listed-property transaction coordination; no MLS exposure, no CRM beyond basic Podio, no disclosure or contract timeline work, and no named tools that map to the must-haves (Follow Up Boss, KVCore, MLS portals). The TC certification pursuit is a positive signal but is not yet evidence. Verdict: competent general VA with a real follow-up instinct and honest self-assessment, but too thin on listed-property transaction experience to advance without a structured test task; would revisit after certification completes or with a paid trial on a low-stakes transaction.
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.
Scenario answer
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
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!'
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