Most virtual assistant services treat real estate like any other administrative task. Vandulo doesn’t – our team already builds custom RETS and RESO Web API integrations for real estate clients, so our real estate VA support understands MLS data, listing workflows, and lead follow-up at a level generic VA services don’t.
What’s Included:
Real estate is a relationship business, but a surprising share of an agent’s week goes to work that has nothing to do with relationships: entering listing data, updating the CRM, scheduling showings, chasing documents, formatting marketing materials, and keeping transactions on track. Top producers figure out early that every hour spent on administration is an hour not spent prospecting, negotiating, or serving clients. That’s why so many successful agents, teams, and brokerages rely on virtual assistants.
The problem is that most virtual assistants are generalists. They can manage an inbox or a calendar, but they don’t know what a status change on the MLS means, how a listing input sheet works, what a contingency deadline is, or why a buyer lead needs a response within minutes. Training a generalist on all of that takes time you don’t have. Vandulo’s real estate virtual assistants come with that knowledge built in, supported by a team that builds MLS integrations and real estate technology every day.
From the moment a listing agreement is signed to the day the property closes, there’s a long list of tasks to coordinate. Our VAs can help with:
Leads from portals, your website, open houses, and social media are only valuable if someone follows up quickly and consistently. Our VAs log new leads in your CRM, send initial responses using your approved templates, set follow-up tasks and reminders, tag leads by source and stage, and keep contact records clean and up to date. They can also manage your sphere of influence with birthday and home anniversary touches, market updates, and past-client check-ins, which are among the most reliable sources of repeat and referral business. For automated scoring and routing of leads, see our AI lead qualification and CRM service.
Once a property is under contract, deadlines matter. Missed inspection, appraisal, financing, or document deadlines can put a deal at risk. Our VAs support your transaction management by building timelines from the contract dates you provide, tracking key deadlines and sending reminders, collecting and organizing documents in your transaction management platform, and keeping buyers, sellers, lenders, attorneys, title companies, and inspectors informed of next steps. Final review of contracts and any legal or licensed activity always stays with you, your broker, and the appropriate professionals.
Commercial and investment sales brokers have their own workload: building owner and prospect lists, researching property records, preparing offering memorandums and broker opinions of value, tracking investor criteria, and managing large email campaigns to buyer lists. Our VAs can support research, data entry, document preparation, and outreach for commercial teams, and our AI deal analyzer and deal matching tools can speed up underwriting and buyer matching.
Our team works in the platforms real estate professionals use, including MLS systems, CRMs such as Follow Up Boss, kvCORE, and others, transaction management tools like Dotloop and SkySlope, e-signature tools, Canva and design tools, Google Workspace and Microsoft 365, and social media schedulers. If your tools are different, we’ll learn them.
1. Discovery call. We learn how your business runs, your transaction volume, and which tasks you want off your plate. 2. Playbook. We document your processes, templates, and preferences so support is consistent from day one. 3. Access. You grant access to the tools we need, with permissions you control. 4. Ongoing support. Your VA works on an agreed schedule with clear communication through the channels you prefer. 5. Review. We check in regularly to adjust tasks as your business grows.
Here’s what a typical day might look like for a VA supporting a busy agent. In the morning, they review overnight leads from your website and portals, log them in your CRM, send first responses, and flag the hottest leads for your callback. They check showing requests and confirm appointments with buyer agents. Mid-morning, they upload a new listing’s photos and draft its description for your review, then prepare social media posts for the “coming soon” announcement. After lunch, they update your transaction tracker, send reminders about an upcoming inspection deadline, and request missing documents from a lender. In the afternoon, they compile weekly seller updates with showing feedback and online activity, schedule next week’s open house promotion, and send a market update email to your sphere. At the end of the day, you receive a short summary of what was done, what needs your attention, and what’s scheduled for tomorrow.
Your day, meanwhile, is spent on showings, listing appointments, negotiations, and calls with clients, the work only you can do.
For general administrative help outside real estate workflows, see our virtual assistant services and administrative and email support.
Real estate files contain sensitive client information, from contact details and financial documents to contract terms. Our VAs follow strict confidentiality practices, work only within the systems and permissions you grant, and never share client data outside your business. We recommend user-level access in your CRM, MLS, and transaction platforms rather than shared logins, so you stay in control and can adjust access at any time. Document handling follows your brokerage’s policies for storage and retention.
FAQ
Do your VAs understand MLS and IDX systems?
Yes – this service is staffed with the same team familiarity we bring to our IDX and RETS integration work, not a generalist VA unfamiliar with real estate data.
Can this scale with a brokerage, not just a single agent?
Yes, support scales from a single agent to a full brokerage team.
Can your VA make phone calls to leads?
Yes, VAs can make initial outreach and follow-up calls using your scripts, and hand qualified leads to you or your agents.
Do VAs perform licensed real estate activities?
No. Our VAs handle administrative and marketing support. Activities that require a real estate license remain with licensed agents.
Can we start part-time?
Yes. Many agents start with a set number of hours per week and increase support as they grow.
Related: Virtual Assistant Services · AI Property Recommendation Engine & Smart Search · AI Listing Description Generator & Virtual Staging
Call or text (347) 470-7724 to discuss real estate VA support.