We know the chaos behind every listing.
When enquiry spikes, open-home notes pile up, and contracts need chasing, deals slow.
A Real Estate VA keeps the admin moving, enquiries answered, calendars tidy, listings current — so your agents can spend time with vendors and buyers, not browsers and spreadsheets.
What a Real Estate VA actually handles
A Real Estate VA’s job is to keep your pipeline organised and momentum high. In practice, that means:
Enquiry & inspection coordination
Log enquiries, pre-qualify, book inspections, confirm reminders, and send post‑inspection follow‑ups.
Listings & portals upkeep
Draft/upload listing copy, resize photos, update pricing/status across portals and your site, and keep brochures/data rooms tidy.
CRM hygiene & lead nurture
Tag/segment contacts, set next‑step tasks, prep vendor/buyer SMS/email templates, and queue nurture touches.
Offer, contract & settlement admin
Prep document packets, chase signatures, track dates/conditions, liaise with conveyancers, and close the loop.
Weekly reporting & cadence
Inspection results, enquiry volumes, hot leads, campaign tweaks, and a calm weekly plan for the team.
Is this the right move?
Great fit if...
You want AEST/AEDT coverage with reliable overlap for enquiries and inspections.
You can share your portal logins, CRM, and simple “how we qualify” criteria.
You’re happy to give examples of your voice and brand so we match it.
Not ideal if…
You need on‑site/open‑home staff or licensed representation.
You can’t provide access to systems or sample workflows.
You expect legal advice, pricing strategy, or negotiation authority (we’ll route those to you).
How an AI-equipped Real Estate VA ramps in 90 days
What typically changes by Week 4
01
Before Day 1 — Pre-training and setup
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We custom‑train from your materials (listing templates, CRM fields, portal rules, qualification criteria, tone, escalation paths).
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Prepare a lightweight prompt kit for voice, enquiry categories, tags, and naming conventions.
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Confirm channels (email/phone/portals/DMs), coverage windows, and guardrails for approvals.
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You start with a 30‑day pipeline plan and a shortlist of “quick‑win” templates to approve.
02
Days 1–7 — Orientation + quick wins
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Stand‑up cadence (daily brief + priorities + hot listings).
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Calendar tidy: inspection blocks, reminders, confirmation texts tightened.
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First assists: reply drafts, friendly rewording, and inspection booking flows.
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Light asset tidy: standardise listing folders, photos, and brochure versions.
Outcome: 1–2 quick wins live; tone and approval flow confirmed.
03
Days 8–30 — Take over the repeatables
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Own Tier 0–1 enquiries during overlap across agreed channels.
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CRM hygiene becomes habit: tags, stages, next steps, and no‑contact rules.
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Accelerators: auto‑summaries of calls/notes, action extraction, templated follow‑ups.
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Feedback loop: log top objections, lead sources, and “save the next deal” fixes.
By Week 4, your pipeline is steadier — fewer no‑shows, better notes, and hours back from busywork.
04
Days 31–60 — Systemise and stabilise
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SLA and routing rules baked into everyday habits.
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Weekly snapshot: inspections, enquiry sources, hot leads, what we fixed, what needs a decision.
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Document hygiene: versioned templates (agency agreements, OFIs, buyer packs), sensible foldering, findable assets.
Outcome: fewer dangling tasks, cleaner handovers, clearer patterns to fix upstream.
05
Days 61–90 — Uplift and optimisation
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Tighter approvals loop — more decisions prepped, fewer parked.
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Checklists for peak periods (launches/auctions/school holidays) with simple coverage plans.
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Light analytics on cadence (busy windows, no‑show causes, template performance) and recommendations.
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Review and refresh of templates/workflows to remove friction and reduce repeats.
By Day 90:
enquiry response time ↓, no‑show rate ↓, contract admin smoother, and your “admin time” is cut meaningfully.
Built for Australian teams
made in the Philippines
Why work with Virtuali
You get a trained real‑estate admin who works in your hours, mirrors your voice, and scales with campaigns — while we handle all the admin from start to coaching. Start part‑time or full‑time — switch as needed.
Virtuali VA
,000 AUD
10
$
in annual savings
Includes all admin fees. estimated, results may vary
Local EA hire (AU)
,000 AUD
10
$
Estimated yearly cost
When you hire locally. Includes basic salary, other admin costs and benefits like super, leaves, etc. Source: Glassdoor
Cut Real Estate Admin costs by 67%+
(and keep your day in rhythm)
Industries we've worked with
Frequently asked questions
Match in 2–5 biz days
90-day fit guarantee
Shadow Week included
Pay-As-You-Go