Standard Operating Procedures

The monthly SEO maintenance cycle and client reporting for a home inspector's local SEO engagement. The VA handles pulling all metrics from Google Business Profile Insights and Google Search Console, completing all monthly maintenance tasks…

The link-building strategy for a home inspector's local SEO engagement. The VA handles claiming and completing the inspector's profiles on industry association directories (InterNACHI, ASHI), identifying real estate agents the inspector has…

The audit, correction, and ongoing management of a home inspector's NAP data — Name, Address, Phone number — across the web. The VA handles auditing existing citations for NAP accuracy, claiming and updating listings on Tier 1 and Tier 2 di…

The content marketing and blog strategy for a home inspector's website. The VA handles identifying blog topics from the keyword list (SOP-HI-MKT-03), writing blog post drafts using the structure in this SOP, and applying on-page SEO element…

The technical health monitoring of a home inspector's website — the behind-the-scenes elements that affect how well Google can find, read, and index pages. The VA handles running the initial technical audit and documenting findings, submitt…

The creation of two types of website pages that consistently separate home inspector websites that rank from those that don't: service pages (dedicated pages for each major service offered) and location pages (dedicated pages for each city …

The on-page SEO standards applied to every page on a home inspector's website. The VA handles auditing existing website pages against the standards in this SOP, writing title tags, meta descriptions, headings, and content recommendations, a…

The complete review system for a home inspector's Google Business Profile — how reviews are requested, when, through what channels, how to respond to them, and what Google's policies prohibit. The VA handles generating and maintaining the i…

The ongoing content management of a home inspector's Google Business Profile — specifically Google Posts, photos, and the Q&A section. The VA handles writing and publishing Google Posts on the weekly cadence, uploading approved photos to th…

How to fully optimize every field of a home inspector's Google Business Profile. The VA handles completing all GBP field optimization according to the standards in this SOP, writing the business description using information provided by the…

The setup, verification, and access configuration of a Google Business Profile (GBP) for a home inspector. The VA handles checking whether a GBP already exists before creating a new one, configuring the GBP service area, hours, phone, and w…

How you identify, organize, and maintain the keyword list that drives all SEO decisions for your inspector client. The VA handles building and maintaining the keyword master list, researching new keyword opportunities as new services are ad…

How you assess the competitive environment in your inspector's market before and during any local SEO campaign. The VA handles running the full competitive audit in Week 1 using the protocol below, refreshing the competitive snapshot quarte…

The foundational knowledge and strategic framework for managing local SEO on behalf of a home inspector. The VA handles managing all local SEO activities as outlined in the full SOP-HI-MKT series, monitoring rankings, GBP performance, and w…

How you maintain and grow your professional capability as a Certified Executive Assistant. The VA handles investing in your own professional development without needing to be prompted, staying current on the tools your executive uses as the…

The specific operational practices for handling sensitive information — beyond the general confidentiality standard in SOP-CEA-TOOLS-03 and SOP-CEA-COMM-06. The VA handles applying secure handling practices to every piece of sensitive infor…

The professional standards that apply to the EA role beyond specific technical skills: confidentiality, conflict of interest, professional boundaries, and ethical judgment. The VA handles maintaining absolute confidentiality on all informat…

How credentials, system access, and account security are managed throughout your engagement. The VA handles receiving credentials through secure channels and storing them in the approved password manager, maintaining the access log — updati…

How you assess, set up, master, and manage the technology tools in your executive's operational environment. The VA handles auditing and confirming access to all required tools in Week 1, mastering the tools your executive currently uses be…

The weekly planning and debrief rhythm — the recurring structure that keeps you and your executive aligned, catches anything that fell through the cracks, and ensures the coming week is set up well. The VA handles conducting the full weekly…

How you protect not just your executive's time, but their energy and focus — the two resources that determine the quality of their most important work. The VA handles enforcing the time-block framework to protect peak performance hours, bat…

How you conduct research and present it to support your executive's decision-making. The VA handles conducting targeted research using publicly available sources, synthesizing research into a clean, usable format, and presenting a recommend…

How you prepare briefing materials that make your executive look and feel thoroughly prepared — for meetings with new contacts, prospects, existing clients, partners, and any other external interaction. The VA handles preparing meeting brie…

The habit and practice of proactive support — the discipline of looking ahead at what's coming and acting on it before it arrives. The VA handles executing the daily three-step look-ahead during your priority sweep, preparing materials for …

How you manage your executive's cloud storage environment — the permissions, sharing settings, access controls, and structural integrity of the digital infrastructure that holds their business's files. The VA handles setting up the cloud st…

How files are named, organized, and maintained in the business's digital environment. The VA handles establishing and applying the naming convention to all new files, maintaining the folder structure — creating new subfolders as needed, fil…

How you set up, maintain, and manage the task and project management system for your executive's business. The VA handles setting up and maintaining the task management system, adding all known tasks and projects with appropriate owners and…

How you maintain, update, and version-control the SOP library over time. The VA handles updating SOPs when you discover a process has changed, flagging SOPs for review when a tool or platform changes, and running the quarterly SOP audit. Ev…

How you write, format, and maintain Standard Operating Procedures (SOPs) for the business you support. The VA handles writing SOPs for any recurring task you perform or have learned, documenting your executive's processes as you shadow or i…

Two of the most judgment-intensive skills in the EA role: knowing when to act vs. The VA handles making prioritization decisions using the task hierarchy [SOP-CEA-FOUND-03] without needing direction, resolving situations that are within you…

The first 30 days of a new EA placement — the most critical window for establishing trust, understanding the executive's world, and building the foundation for a long-term effective working relationship. The VA handles completing your acces…

The daily priority sweep — the 10–15 minute orientation process performed every morning before any reactive work begins. The VA handles executing the daily priority sweep every morning, without exception, making prioritization decisions usi…

How you build a working understanding of the solo business owner you support — their operational reality, psychological profile, working style, and stress points. The VA handles conducting your own onboarding discovery to understand your ex…

The foundational identity and operating philosophy of the Executive Assistant role. The VA handles defining your daily work through the lens of the Three Categories of Value (Section 3), applying proactive habits without requiring instructi…

The absolute confidentiality standard every EA is required to maintain throughout their engagement — and after it ends. The VA handles identifying when information is confidential and treating it accordingly, storing sensitive information o…

How you handle emotionally charged, high-stakes, or sensitive communications — whether with external parties (clients, vendors, prospects) or within your working relationship with your executive. The VA handles applying the four-step framew…

How you communicate with external parties — clients, vendors, partners, prospects, and other contacts — on behalf of your executive. The VA handles scheduling and rescheduling requests from any contact, routine information requests (busines…

The process of writing emails, messages, and other communications that sound as if your executive wrote them — a practice known as ghostwriting. The VA handles drafting routine and recurring emails your executive has pre-authorized you to h…

The daily morning check-in message — the brief, structured communication sent to your executive each morning before beginning reactive work. The VA handles sending the morning check-in every work day, without exception, completing the prior…

The written communication standards every EA is expected to apply across all professional channels — email, Slack, and text. The VA handles writing all internal communications (updates, summaries, escalations) to your executive, drafting al…

The complete meeting lifecycle — with special focus on what happens after a meeting ends. The VA handles preparing meeting briefs 24 hours before external meetings, sending pre-meeting confirmations to external parties, and capturing action…

The folder and label structure used to organize your executive's inbox so that any email can be found in under 30 seconds when needed. The VA handles setting up the folder/label structure in Week 1, filing all processed emails into the corr…

The daily inbox triage process — the system that turns a chaotic, high-volume email inbox into a controlled, low-stress environment where your executive only sees what needs them and everything else is handled. The VA handles executing the …

The complete scheduling workflow — from initial request through confirmation, reminder, and conflict resolution. The VA handles processing all incoming scheduling requests through the time-block framework, offering appropriate time options …

How you own and manage your executive's calendar — not as a scheduling coordinator, but as the person who protects how their time is spent. The VA handles auditing the calendar weekly for conflicts, gaps, missing buffers, and preparation ne…

Closes out each workday: completing a structured wrap-up, filing open items, communicating a status summary to the agent, and leaving the workspace ready for the next morning. The VA handles completing the daily wrap-up checklist without be…

Manages a client's email inbox. The client opens their inbox each morning to a clear, organized view — everything labeled, urgent items flagged, and draft responses ready for any emails awaiting their voice.

Manages a client's calendar and all scheduling activity on their behalf. The client opens their week on Monday morning with a clean, conflict-free calendar, a prep note for every external meeting, and zero surprises.

Sets up and manages the agent's showing platform, so that showings are scheduled efficiently, the seller is kept informed, and showing instructions are followed correctly for every appointment. The VA handles setting up the property in the …

Organizes and maintains the agent's digital asset library, so that every photo, graphic, video, template, and brand file is findable in under 60 seconds, no asset is ever re-ordered because the original was lost, and the agent's team is nev…

Sets up, maintains, and optimizes the agent's profiles on Zillow Premier Agent and Realtor.com, so the agent's presence on the two most-visited real estate consumer portals is complete, accurate, and working to generate and convert leads. T…

Sets up and configures a Customer Relationship Management (CRM) system for a new Levrly client — either an agent who has not yet implemented a CRM, or one migrating from one platform to another. The VA handles presenting the agent with a sh…

Builds, maintains, and deploys reusable e-signature templates — the base documents an agent uses over and over (listing agreement, buyer representation agreement, offer package, disclosure request, contingency removal). The VA handles build…

Creates and configures a transaction record in the agent's transaction management system (TMS) on Day 0 of every new transaction. The VA handles creating the new transaction record in the TMS, populating every required field from the execut…

Sets up and maintains an agent's MLS profile — the agent-facing business card that cooperating agents see when viewing any listing, offer, or search result. The VA handles auditing the current MLS profile against the completeness checklist …

Manages the post-closing period — from the day of closing through long-term client enrollment, so a closed transaction becomes the beginning of a long-term referral relationship, not an ending. The VA handles sending the approved congratula…

Executes a clean, documented transaction cancellation — from preparing the cancellation agreement through archiving the closed file, so all parties are protected, all records are preserved, and the agent can focus on salvaging the client re…

Manages closing day — from the morning check-in with the lender and title company through deed recording confirmation and post-closing system updates. The VA handles morning check-in with lender and title company to confirm everything is on…

Schedules the final walkthrough, prepares the agent with the reference documents they need to verify contract compliance, and supports any issue resolution if problems are found. The VA handles scheduling the walkthrough with the buyer, age…

Reviews the draft settlement statement (ALTA) when it arrives from the title company — line by line against the executed contract and amendments, so any errors are caught and corrected before they reach the closing table. The VA handles rev…

Tracks every contingency deadline in the transaction, prepares removal forms in advance, delivers them to the listing agent on or before deadline, and manages any extensions or cancellations, so no contingency expires without intentional ac…

Requests HOA documents, tracks the review deadline, reviews the documents for flaggable items, escalates any concerns to the agent, and ensures the buyer's HOA review period is not allowed to expire without a decision. The VA handles reques…

Confirms title search initiation, tracks receipt of the preliminary title report, reviews it for flaggable items, escalates any issues to the agent, and documents the resolution through to written confirmation of clear title. The VA handles…

Establishes lender contact on Day 0, follows up weekly (and daily in the final week), relays document requests to the buyer, monitors for red flags, confirms the clear-to-close, and ensures the Closing Disclosure reaches the buyer with the …

Confirms the appraisal is ordered, coordinates property access, prepares the appraisal support packet (for seller-side transactions), follows up on status, and escalates the results the moment the report arrives. The VA handles following up…

Prepares a repair request addendum, manages the submission and response cycle with the listing agent, documents all versions through negotiation, and files the final repair agreement, so the outcome of the inspection negotiation is clearly …

Schedules the home inspection, coordinates property access, receives the inspection report, and manages the inspection contingency deadline, so no contingency expires by accident and the agent has everything needed to advise the buyer. The …

Handles the two most time-sensitive tasks in the first 24 hours after contract execution — tracking and confirming the earnest money deposit (EMD) and formally opening escrow with the title company. The VA handles extracting the EMD deadlin…

Manages a real estate transaction from executed contract through post-closing. Every deadline met. Every party informed before they have to ask. No surprises at the closing table.

Maintains the agent's vendor network, so that every contractor, inspector, photographer, stager, and service provider the agent works with is organized, accessible, and ready to recommend when a client needs them. The VA handles building an…

Collects written testimonials from past clients and publishes them across the agent's marketing channels, so that social proof appears consistently in the agent's website, social media, and marketing materials without the agent having to ma…

Manages the agent's review request process and ongoing online reputation, so the agent consistently accumulates reviews after every closing, negative reviews are handled promptly and professionally, and the agent's overall rating on key pla…

Manages the agent's professional bio and ensures it is consistently accurate and current across all platforms where it appears, so the agent never has a stale headshot on Zillow, a bio that lists a brokerage they left two years ago, or a Li…

Produces a one-page monthly business metrics report for the agent — a clear, consistent snapshot of lead flow, pipeline health, closed business, and marketing performance without requiring the agent to dig through CRM, transaction managemen…

Tracks every commission from the moment a transaction goes under contract through the moment the commission is received and reconciled. The VA handles extracting commission terms from every executed contract (listing agreement, buyer-broker…

Onboards a new buyer or seller client from the moment the agent confirms the engagement through the client's first appointment. The VA handles creating and populating the client record in the CRM with lead source, contact info, and any agen…

Manages the agent's Google Business Profile — keeping it complete, current, and active so the agent appears in local search results and accumulates reviews that build credibility with buyers and sellers who find them on Google. The VA handl…

Sets up, monitors, and reports on paid social media advertising, so listings reach beyond the agent's organic following, and lead generation campaigns run within an approved budget without requiring the agent to manage the platform day-to-d…

Compiles, writes, and sends a monthly or quarterly market update email, so the agent is consistently positioned as the local market expert in their database's inbox. The VA handles pulling market statistics from the agent's confirmed data s…

Produces the agent's monthly email newsletter — the highest-frequency automated touch in the 33-Touch Plan (Long-Term Lead Nurture (33-Touch Plan)). The VA handles preparing the monthly content plan 10 days before send date, gathering marke…

Receives a video tour from the videographer and distributes it to every relevant platform, so the video reaches buyers on YouTube, MLS, social media, the property website, and email without the agent having to coordinate any of it. The VA h…

Sets up a single property website for a listing — a dedicated page that gives buyers a deeper look at the property than the MLS allows, captures contact information from interested buyers, and continues working for the agent after the prope…

Creates a professional, on-brand property flyer for every listing, so the agent always has a polished printed and digital leave-behind without spending an hour in Canva. The VA handles building the flyer in Canva using the agent's approved …

Writes property descriptions that attract buyers, reflect the agent's brand voice, and comply with Fair Housing law, so the agent never has to write a description from scratch. The VA handles drafting all property descriptions from agent-pr…

Builds and maintains a monthly social media content calendar, so the agent shows up consistently on every platform without having to think about it week to week. The VA handles building the monthly content calendar by the last week of each …

Executes a systematic 5-day open house promotion push, so every open house is promoted across every channel before the first buyer shows up. The VA handles building all open house promotional graphics and copy, creating MLS, Zillow, and Rea…

Executes the Just Sold campaign — converting every closed transaction into a market proof point and a listing lead generation opportunity across social media, email, and direct mail. The VA handles building the Just Sold social graphic usin…

Executes the Just Listed announcement across all channels on launch day, so the listing reaches the agent's database, social following, and surrounding neighborhood simultaneously, in a coordinated campaign that looks and sounds like one ag…

Executes the full listing marketing campaign — from the day the listing agreement is signed through the Just Sold announcement after closing, so every piece of marketing goes out on time, on brand, and in the right sequence. The VA handles …

Creates and maintains the agent's Brand Style Guide — the single reference document that governs every visual and written marketing decision, so every piece of content looks, sounds, and feels like it came from the same professional. The VA…

Handles the administrative closure of a listing that has expired without selling or been formally withdrawn by the seller, so all records are updated, the property is correctly reflected in the MLS, marketing is paused or deactivated, and t…

Processes a listing extension — updating the MLS expiration date, executing all associated paperwork, and keeping the listing's public presence accurate — when a seller and agent agree to extend an active listing beyond its original expirat…

Executes a price reduction — accurately, promptly, and with all downstream marketing updated — after the agent instructs the change. The VA handles confirming the written instruction from the agent before making any change, updating the MLS…

Compiles, drafts, and delivers a weekly seller update, so the seller receives consistent, professional communication throughout the listing period without the agent having to manually write each report from scratch. The VA handles pulling a…

Collects showing feedback after each completed showing, logs it systematically, and surfaces patterns to the agent, so the agent and seller have the market intelligence they need to make informed pricing and positioning decisions. The VA ha…

Receives, processes, confirms, and logs every showing request for an active listing, so no showing falls through a scheduling gap, no seller is caught off guard, and the agent has a clean record of every visit without having to manage the c…

Coordinates a fully promoted, logistically prepared open house — from the moment the agent confirms the date through the post-event lead entry into the CRM. The VA handles creating the MLS open house entry, manually entering the open house …

Executes the listing launch — from the morning the listing goes active through the end of Day 1, so the property receives maximum exposure in the critical first 24 hours. The VA handles running the pre-launch final confirmation checklist be…

Manages the Coming Soon phase — from MLS status setup through the day-by-day pre-launch countdown, so that when the listing goes active, maximum buyer interest has already been built. The VA handles confirming the agent's MLS board's Coming…

Receives a photographer's delivery, reviews every photo for quality and content, sequences them in the correct order, and prepares them for MLS upload, so the listing launches with professional photos that make the right first impression. T…

Enters a new listing into the MLS — accurately, completely, and in the correct order, so the agent can review and activate with confidence that every field is correct before the listing goes public. The VA handles entering all property data…

Schedules, confirms, and coordinates all pre-listing vendors — staging, cleaning, photography, sign installation, and lockbox placement, so every vendor arrives at the right property, at the right time, with the right instructions, before t…

Requests, tracks, receives, and files the seller disclosure documents required before a listing goes active. The VA handles identifying which standard disclosure documents apply based on property type and year built (with agent confirmation…

Builds the complete property data profile for a new listing — gathering, verifying, and organizing every piece of factual data the agent needs before MLS input begins. The VA handles pulling property data from county assessor, recorder, and…

Reviews, extracts, and files a listing agreement once the agent receives a signed copy from the seller. The VA handles reviewing the document against the completeness checklist in Section 4, extracting and logging key information (dates, co…

How a Virtual Assistant prepares everything an agent needs before walking into a pre-listing appointment with a potential seller. The VA handles pull CMA data from the MLS (active, pending, and sold comparables — last 90 days), research pro…

How a Virtual Assistant manages the full listing coordination workflow for a real estate agent. The VA handles review and file the signed listing agreement per Listing Agreement Review & Filing, enter the listing into the MLS per Property I…

Handles Do Not Call (DNC) compliance and Telephone Consumer Protection Act (TCPA) requirements, so the agent's outreach never contacts a number that should not be contacted, and the agent is never exposed to the financial penalties that com…

Tracks and verifies that every required disclosure is collected, signed, and delivered on every transaction. The VA handles maintaining the state-specific disclosure matrix for each agent (Section 4b), sending disclosure request packages to…

Ensures every MLS action and every piece of outgoing marketing complies with the agent's board rules, state advertising law, NAR policy, and brokerage standards. The VA handles running the VA Review Protocol (Section 7) on every outgoing ma…

Reviews every piece of real estate marketing for Fair Housing Act compliance before it is published. The VA handles running the Fair Housing review checklist (Section 7) on every outgoing marketing asset, flagging language, visuals, or targ…

Conducts initial intake with a new buyer lead — gathering the information the agent needs to assess the lead's readiness, prioritize follow-up, and enter an informed first conversation. The VA handles entering all buyer lead contact informa…

Maintains a clean, organized, and correctly segmented CRM database, so the agent can find any group of contacts instantly, run targeted campaigns without cross-contaminating segments, and make data-driven decisions about where to invest tim…

Tracks every referral, prompts timely acknowledgment, and coordinates recognition at key moments, so the agent knows exactly who is sending their business and can invest appropriately in those relationships. The VA handles logging the refer…

Maintains a consistent touch cadence with the agent's Sphere of Influence (SOI), so the agent stays top-of-mind with the people who already know, like, and trust them, without requiring the agent to manually manage outreach month to month. …

Tracks key milestone dates for past clients and executes timely follow-up touches, so the agent stays connected with closed clients at meaningful moments and earns referrals long after the transaction file is closed. The VA handles entering…

Implements and maintains the 33-Touch Plan — 33 planned touchpoints per database contact per year, mixing automated messages (email, text) with personal ones (phone calls, handwritten notes, pop-bys). The VA handles building the 33-Touch ca…

Follows up with every attendee of an open house — from the moment the sign-in sheet arrives to either a confirmed client relationship or a hand-off into the long-term nurture plan. The VA handles entering every open house attendee into the …

Responds to every online inquiry — Zillow message, Realtor.com lead, website form, direct email — within minutes, not hours. The VA handles monitoring the inquiry channels during VA working hours (Zillow, Realtor.com, website form, designat…

Tags every lead with its source at the moment the lead enters the CRM, and produces the monthly source-performance report the agent uses to decide where to invest their marketing budget. The VA handles tagging every new lead at entry with t…

Intakes every new lead into the CRM — from any source — and gets them set up with complete data, correct tagging, duplicate-check, pipeline stage, and sequence enrollment within 24 hours of arrival. The VA handles monitoring all inbound lea…

Manages counter-offer documents through every round of negotiation — from immediate receipt through final execution, so the agent negotiates from a clean, accurate, version-controlled file. The VA handles saving every received counter-offer…

Supports the agent and buyer through a competitive multiple-offer situation — preparing strengthening documents with speed and accuracy so the agent can focus entirely on strategy and buyer communication. The VA handles entering immediate s…

Submits a buyer's offer to the listing agent, tracks delivery confirmation, manages the response, and handles counter-offers — from the moment the agent approves the offer package through acceptance, rejection, or final counter resolution. …

Prepares a complete, accurate offer package — every required document assembled, every field in the purchase agreement verified, so the agent can review and submit with confidence that nothing is missing and nothing is wrong. The VA handles…

Coordinates buyer showing tours — from the moment the buyer identifies properties to see through the end of the tour and post-tour CRM updates, so the agent can focus entirely on the client while the VA handles all logistics. The VA handles…

Sets up, activates, and manages a buyer's MLS saved search, so the buyer receives timely, relevant listing alerts that match their confirmed criteria, and the VA stays on top of any search updates throughout the active search period. The VA…

Prepares everything the agent needs for a buyer consultation — research, materials, logistics, and post-consultation readiness, so the agent walks in prepared and the buyer's experience starts strong. The VA handles pulling active listings …

Sets up a new buyer client in all systems — CRM, file storage, MLS saved search, and agent calendar — from the moment the agent confirms a new buyer relationship through the buyer's first active appointment. The VA handles collecting buyer …