Dear Virtual Latinos,
We’re looking to hire 1 VA through this job that the Virtual Latinos Agency is publishing on behalf of a new client.
Client & Short Job Description:
The client is a solopreneur real estate investor and has been for over a year; he is based in Austin, Texas. His company provides win-win solutions to help homeowners get out of unpleasant situations like foreclosure, owning a burdensome property, probate, or anything else. They are a real estate solutions company. They are part of a national network of investors and realtors specializing in buying properties fast using advanced, non-traditional real estate techniques focused on the client.
The client is looking for a VA who is open to being trained, coachable, and ready to learn. He is focused on training the VA on everything needed even though the tasks are not complicated and he is interested in working with this person for the long run. The VA will primarily attend to administrative tasks of the company. VA must be someone who is smart and can perform research, complete contracts, and other admin tasks initially. Gradually, they’ll be trained on more programs and tasks. Good English and Spanish (written and spoken) are essential as many of his deals are in Texas with tenants and contractors. The VA will also do phone calls and get appointments set through calls, text messages. The client has a script already set for the VA to follow.
Software the client currently uses:
FollowUpBoss (CRM that he uses to keep his leads, for text messages and phone calls as well)
Job Highlights: Why should you apply?
– Join a new company that provides real estate solutions to homeowners.
– Great opportunity to receive training directly from the owner.
– Ideal for VAs with great English and Spanish skills who are ready to learn.
DEADLINE TO APPLY: You must apply by Thursday, November 25th at 11:30 pm PT. Our team will set up interviews for the selected candidates for Monday, November 29th, 2021.
Tasks required for the job
1. Follow-up with Leads & Clients
– Create follow-up email templates
– Follow-up leads by phone, email, or text message as necessary until they say “NO”
– Perform immediate follow-up after client books a call
– Follow-up with the client/lead to making sure they show up for the phone or in-person appointment
– Follow-up with prospects/leads that didn’t show up to an appointment and make sure they reschedule
– Ask clients to add reviews to the websites where they found the company
– Follow-up on clients that don’t answer and leave a voicemail or a text
– Follow-up with people who are losing their homes, or are inheriting a house
– Follow-up with people who said they didn’t have the money yet but might have it later or similar
– Send out contractual reminders via email/text 24-48 hours prior to the deadline or similar
2. Warm Calling Existing Leads
– Call potential leads over the phone and offer information about the services the company offers
– Perform outbound calls to past clients or existing leads the company already has
– Speak with each lead, take notes, and then add them to the CRM.
– Call leads and prospects to book demos and/or introductory calls manually or through online booking systems like Acuity
– Invite clients to events and ask for referrals
3. Manage CRM & Data Entry
– Help the company organize, clean, update, and maintain the client’s database
– Maintain all of the communications and client data up-to-date
– Add contacts, new clients & update existing ones into the CRM system
– Verify and update the contact’s info. Get missing emails or addresses
– Keep track of tasks on the CRM.
– Collect leads from different sources and put all the leads contacts in a single database or CRM sales pipeline
– If a CTE (commitment to excellence) system spreadsheet exists, add deals to it
– Update timeline information, commission, closing date, and sale price information into deal notes
– Get an inspection and appraisal dates filled into CTE
– Update CTE with all dates and contacts (escrow, lender, title, etc.) and terms
– Import leads into CRM via a CSV file or manually
– Input referrals into the CRM, and assign them one of the agents
– Save any notes from the calls into the CRM, after lead books a call
– Tag contact and input call notes. Create follow-up tasks to call contact later
4. Customer Service & Support
– Reply to emails & phone calls, talk to anyone who needs help
– Answer calls from people requesting information
– Answer frequent questions, such as “Do you offer X services”, or “where can I find the link to the meeting”, or “I want to learn more about the X product/services”, etc.
– Provide support through text messages, email or phone
– Send emails and/or a text messages to update clients about the status of their process to buy/sell a home, and/or their loan process to get the money they need to finance a home
– Help to figure out the problems with titles that are “rejected” by the client, or have some issue
– Ensure that the “rejected” titles are sent to the company’s staff that is in charge of reviewing them
5. Other General Admin tasks
– Perform clerical work and general admin tasks related to real estate
– Filling out property information sheets
– Finding a local photographer who can take pictures of the properties.
– Help the client to set up a web-based phone or google voice
– Help to set up the Google calendar, and teach the owner of the company how to use it
– Coordinate retrieval of the lockbox for where the keys to the house were stored (if representing seller).
– Coordinate someone to walk through the property to ensure everything is as expected
– Organize all clients’ files required for loan applications
– Gather and organize all necessary documents for a sales/purchase
– Track timelines for purchase & listing agreement(s)
– Customize letters using templates
– Basic bookkeeping. Create quotes/invoices to send to the company’s leads & clients
6. Contract Creation & Setup
– The client has training videos on how to create them available and he will also be training on them.
– Support realtors with creating an agreement for selling/buying houses
– Use Docusign or similar sites to prepare online forms, and send them to customers to get documents digitally signed
– Coordinate with HOA (homeowners association) to obtain necessary documents
– Ensure to receive a copy of all checks and a closing statement from the title company for transaction management using SkySlope or similar
– Make sure the company gets all executed documents including HOA (Homeowners association) and seller’s disclosure
– Prepare addendums/extensions for pending transactions being coordinated
– Provide disclosures to the agent(s)
– Setup & create agreements
– Track timelines for purchase & listing agreement(s)
7. Digital Files management
– Organize digital files and help to manage documents online
– Help to digitize paperwork by using Google Sheets and Dropbox to share files
– Upload/organize files into web-based systems (Dropbox, Google Drive, etc).
– Make sure that info is always up-to-date. For example, when a property is sold, move info from one contact/owner to another, etc.
– Re-organize files based on communities or buildings, or by year, etc.
– Convert files into digital format in Excel sheets
8. Other General Sales tasks
– This will be a task that the VA will focus on down the road.
– Pre-screen new potential clients, and make sure they’re the right fit to be clients
– Speak to people over the phone, and turn leads into clients
– Outbound calling, e-mail communication, coordination and scheduling of real estate buying and selling opportunities and overall management of sales pipeline
– Help with upselling additional services to existing clients
– Follow-up with existing clients to gather feedback and/or reviews
– Receive and track emails for new real estate deals in the company’s pipeline (buyers or sellers pipeline).
All of our Virtual Latinos VAs must first have these 10 basic qualifications (click to read). Please review this first.
A) Communication & Language
Excellent written English and Spanish skills. Must be able to draft and send emails and messages to clients.; Excellent verbal English and Spanish skills. Must be able to communicate clearly and effectively; The VA should have total fluency and not have to think of what to say, words should come out very naturally but no need to have a native accent in addition to advanced writing skills and vocabulary; Comfortable with making calls and know how to properly communicate with clients.; Have great “emotional intelligence”, who can understand each customer’s situation.; Super empathetic, energetic, and understand the client’s need.
B) Creativity & Proactiveness
Should be “coachable”, willing to learn new skills, and can follow directions.; Someone who can work independently, resourceful to find things on their own.; Not afraid to ask questions, know when to ask for help when needed.; Take ownership, have a great attitude to get things done.; Must know how to propose solutions to problems and be super helpful.
C) People & Relationship
Easy to speak with and a good listener.; Supportive, and always be willing to help.; Great customer skills. Really good with people and friendly.; High Interpersonal skills positive and with a good sense of humor.; Someone that is open to feedback without being offended, willing to make mistakes, and be ok when the company tells them how to improve.
D) Work Load & Stress Management
Project management experience, good at setting timelines, deadlines and fulfilling expectations.; Able to manage stressful situations without affecting them on a personal level.; Must be extremely organized and detail-oriented.; Great note-taking and notation skills (in writing by hand and/or on the computer).; Should be smart and a great problem-solver.
E) Technology & Software
Computer savvy, able to teach systems and software to others.; Must have experience with documents management on Google Drive/ Dropbox.; Should have experience with Microsoft Excel and the overall Microsoft Office.
F) Real Estate
Have self-motivation rather than experience.
– Schedule: 6hrs/day, Monday-Friday from 9:00 am- 4:00 pm Central Time with 1 hr lunch break.
– Hours: 31 hours/week Full-time