CPT-11416 Real Estate Lead Follow-Up, CRM & Business Support Virtual Assistant

Job Description

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Title: Independent Contractor – CPT-11416 Real Estate Lead Follow-Up, CRM & Business Support Virtual Assistant/Business Support VA/Entry-Senior Level (Remote).

Overview

20four7VA is seeking offshore independent contractors to deliver remote services to clients worldwide, with a primary focus on developed markets such as the United States, the United Kingdom, Canada, and Australia.

An experienced East Bay, California residential real estate agent is seeking a reliable, proactive and organized VA to primarily handle outbound calling, lead follow-up, CRM management and appointment setting, with secondary support for Canva, social media, email marketing and general administrative tasks.

The client will provide all leads and prospect lists to be called. The VA is not responsible for sourcing or generating lead lists.

This is intended to be a long-term position, with the opportunity for increased hours and responsibilities based on performance and business needs.

The objective of each engagement is to assist the client in improving business efficiency, enhancing service delivery, or supporting operational functions through high-quality, task-specific services rendered by a qualified contractor.

Scope of Services

Contractors will be required to provide services that align with the following client tasks:

Outbound Calling & Lead Follow-Up

• Conduct cold and warm outbound calls to client-provided leads and prospect lists.
• Follow client-approved scripts, talking points and processes.
• Qualify basic interest, motivation, timeframe and real estate needs.
• Consistently follow up with prospects and existing leads by phone, text and/or email as directed.
• Nurture leads requiring future follow-up.
• Schedule qualified buyer and seller appointments with the agent.
• Promptly identify interested or time-sensitive prospects requiring agent attention.
• Record detailed notes, dispositions, next steps and follow-up dates.

CRM Management

• Maintain accurate records in Follow Up Boss.
• Update lead stages, tags, notes, tasks and follow-up activities.
• Organize and clean CRM records as needed.
• Ensure leads requiring future follow-up do not fall through the cracks.
• Maintain organized prospect information and follow-up schedules.
• Provide basic activity reporting on calls, conversations, follow-ups and appointments.

Canva & Social Media Support (Secondary)

• Organize existing Canva files, folders, templates and marketing assets.
• Update and refresh existing Canva content and templates using established branding.
• Make basic updates such as photos, dates, prices, property information and status changes.
• Graphic design and original Canva content creation are not required.
• Assist with refreshing, repurposing, organizing and scheduling approved social-media content.
• Canva and social-media experience are preferred but not required; candidates must be willing and able to learn the client’s established processes and workflows.

Email & Administrative Support

• Update and send an existing Mailchimp newsletter approximately 1–2 times per month.
• Add approved market information, listings, articles and other provided content.
• Assist with file and document organization.
• Assist with listing/open-house marketing and follow-up as directed.
• Provide light business and administrative support.
• Take on additional recurring operational tasks as the role develops.

Each engagement is based on a defined scope of work and is governed by an independent contractor agreement. Services must be performed professionally, with adherence to any timelines, guidelines, and deliverables agreed upon in writing.

Skills

The Contractor must demonstrate proficiency in the following, depending on the Client’s requirements:

Required:

• Cold calling or outbound customer communication experience.
• CRM experience.
• Strong verbal and written English.
• Strong organization and follow-up skills.
• Professional telephone presence.

Strongly Preferred:

• U.S. residential real estate experience.
• Real estate cold-calling, lead follow-up or appointment-setting experience.
• Follow Up Boss experience.
• Canva familiarity.
• Social-media scheduling/management experience.
• Mailchimp experience.
• General business or executive administrative support experience.

IDEAL CANDIDATE PROFILE

• Excellent spoken and written English.
• Natural, professional and personable phone presence.
• Confident and comfortable making outbound cold and warm calls.
• Strong follow-up and appointment-setting ability.
• Well-organized, reliable and detail-oriented.
• Comfortable working independently within a CRM.
• Able to take initiative after learning the client’s processes.
• Professional and personable when communicating with homeowners and clients.
• Able to follow established systems while recognizing items that require the agent’s attention.
• Willing and able to learn Canva, social media, and other business workflows as needed.
• Interested in a long-term role with the potential for increased hours and responsibilities.

APPLICATION SOFTWARE KNOWLEDGEABLE / REQUIRED:

• Follow Up Boss or comparable CRM experience
• Email & Calendar platforms
• Microsoft Office / Google Workspace
• Preferred or Willing to Learn:
• Canva
• Mailchimp
• Meta Business Suite
• Instagram/Facebook
• Other designated marketing or social-media tools

Work Schedule

• Contracted Hours per Week: 10 Hours, with potential to increase toward 20 hours/week
• Scheduled Working Days: Monday through Friday (unless otherwise mutually agreed in writing)
• Daily Working Time: TBD Late Morning / Early Afternoon PST

Note: The Company will make reasonable efforts to align the Assigned VA’s schedule with the Client’s preferred hours as set forth above. However, availability may vary based on time zones, capacity, and the contracted hours set in this SOW. Any changes must be mutually agreed to in writing through a revised SOW.

Terms of Engagement

• Contractors will operate under a Master Services Agreement and a Statement of Work
• This is not an offer of employment; contractors are not employees of 20four7VA or any client
• All compensation is processed through 20four7VA according to the terms of the engagement

Role Summary & Requirements

• REQUIRED SERVICE: Business Support
• REQUESTED EXPERIENCE TIER LEVEL: Entry, Junior, Senior Level
• Contracted Hours per Week: 10 hours/week, with potential to increase toward 20 hours/week
• Daily Working Time: TBD Late Morning / Early Afternoon PST
• Scheduled Working Days: Monday-Friday
• REPORTING TO/POC: To Be Determined
• Number of VAs: 1
• GENDER PREFERENCE: None
• LANGUAGES SPOKEN/PREFERENCE: English
• ACCENT PREFERENCE: Level A-B (Native or near native English accent)
• REGION PREFERENCES: Any

What we offer

• Competitive rates
• Weekly payments
• Various open roles are available
• Free training and upskilling
• Constant support and guidance
• A vibrant community always ready to support you
• And more!