Standard Operating Procedures

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 appoi…

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.…

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 thr…

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 …

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 miss…

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, …

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 communicat…

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 han…

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. T…

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 handle…

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 (Zil…

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 ente…

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).…

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…

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 m…

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 relatio…

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-dr…

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…

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 as…

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 P…

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)…

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 exp…

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…

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 c…

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, extractin…

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 …

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…

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 tim…

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. T…

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…

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 c…

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 pr…

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 …

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 ev…

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 pric…

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 repor…

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 be…

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 ac…

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, m…

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…

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, an…

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 ca…

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 bu…

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…

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 co…

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…

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 fl…

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 continu…

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 …

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 1…

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 stat…

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 t…

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 selle…

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…

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 c…

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 t…

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 br…

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, a…

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 …

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 clien…

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.

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. T…

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 eve…

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 o…

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 rep…

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 Closin…

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 con…

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 w…

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 co…

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 rea…

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 schedu…

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 t…

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 ag…

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…

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 pro…

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, populat…

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, co…

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 V…

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 …

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 origin…

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…