Virtual Assistant for Commercial Real Estate Brokers - American Based Company

We are looking for a VA; you must have your own computer and highspeed internet connection. Additionally, you must submit a resume and salary requirement in order to be considered. The tasks are:


• Weekly email inbox cleanup
• Conducting research on statistics, data, or other presentation needs for client tours
• Conducting research on competitors, similar offers, service comparisons
• Coordinating holiday card mailings
• Coordinating holiday gifts to clients
• Commission invoicing and collections
• Typing general correspondence
• Collecting demographic information
• Collecting ownership contact information including email address
• Ordering office supplies and personal stationary including business cards
• Database management
o Clean database up **time frame is based on size of database and research required
o Update database
o Collect all email addresses **time frame based on types and number of email addresses wanted
o Add to database as directed
• Hire, interview and at time manage VA's
Marketing to Generate New Leads
Keeping your pipeline full is essential. And what about converting leads to clients! With many of these tasks delegated you will be able to get many more leads. This is a great area to outsource, as there are too many different marketing tactics for just one person to manage alone.

Marketing
• Formatting and sending email blasts so they read properly
• Sending email blasts to specific lists such as brokers, users, investors
• Create marketing packages for prospecting purposes
• Create property listing packages
• Prepare one-page property listing info sheets
• Create websites or handle the delegation of websites including: **time frame is based on what requirements of website are
o Search Engine Optimization
• Keyword and phrase research - time frame is based on each project as research is time intensive
• Inbound link campaign based on competition - time frame is based on each project as research and submission is time intensive
• Submission of site to search engines and targeted directories - time frame is based on each project as research and submission is time intensive
o Google Adwords campaign - from 30 to 60 minutes per campaign
o Create opt in box connected to database allowing people to sign up for newsletter or free article - from 1 to 2 hours based on requirement
• Modifying and updating web content **time frame is based on changes required
• Setting up squeeze pages for online list building
• Tracking website statistics (unique hits, traffic patterns, etc.)
• Create ezines by plugging in content and formatting layout
• Creating and submitting press releases/articles to CRE publications and other related online and offline publications
• Coordinate direct mail projects
• Collect and manage testimonials
• Manage print newsletter projects by coordinating articles
• Edit and proof articles
• Drip marketing campaigns for your Top 100; Top 20
• Survey Creation - from 30 minutes to 1.5 hours based on number of questions; if we have to import contacts and e-mail from survey software or e-mail from your program that is an additional 30 to 60 minutes
Social Media
• Creating custom blogs with wordpress or typepad **from 1 to 4 hours depending on personalization
• Managing blog posts
• Setting up and managing social networking sites:
• www.myspace.com
• www.linkedin.com **Set up ranges from 1 to 3 hours depending how in-depth you want profile, groups you want to join and people you want to connect to
• www.facebook.com **Set up of personal page or fan page ranges from 1 to 3 hours depending how in-depth you want profile, groups you want to join and people you want to connect to
• Facebook ads **From 30 minutes to 2 hours depending on ad
• www.twitter.com **Set up ranges from 30 minutes to 2 hours depending on background that you want and types of people you want to follow
Prospecting
Essential to generating additional commissions is generating new client leads and converting them to clients. Many tasks that you think no one else can do as good as you may be of huge value to outsource. With many of these tasks delegated you will quickly be doubling or tripling your revenue.
• Entering business cards into contact follow up system in a timely manner
• Following up with prospects using scripts to ensure proper conversion
• Create new client packages
• Create listing packages for marketing purposes
• Create PowerPoint sales presentations
• Schedule appointments
• Research public records for needed information for prospecting purposes
• Write and place advertisements in publications
• Set or confirm appointments for listing presentations
• Send thank you notes
Client Service
Remember that your job as entrepreneur is to work “on the business” not in the business. Outsource as many client fulfillment activities as possible, especially if they can be done at less than half your hourly rate. In addition to administrative support, you can also leverage apprentices, interns and sub-contractors in the product fulfillment area.
• Gather listing information
• Send listings to various listing services such as Co-Star, Loopnet, ICSC, CCIM and so on…
• Update above listings as needed
• Set or confirm appointments for showings
• Make follow up calls
• Organize a commercial property open house
• Create and distribute open house invitations and manage RSVP’s
General Follow-Up
•
Thank everyone, always and completely
• Make sure each client is followed up with regularly
• Be responsible that nothing falls through the cracks ever!