Real estate Back office services
Reconciling Tenant receipts
Contractor invoices posting
Paying contractor invoices
Paying landlord’s rent
Paying agent’s commission
Bank reconciliation
Front Office And Property Management Services
Call handling to manage overflow and provide better customer service
Property advert preparation for newspapers
Handling enquiries from property portals and arranging viewings
- Tenancy contract preparation
- Managing Renewals and Terminations
Credit control for outstanding rent
Handling maintenance queries either online or through emails or incoming calls
Liaising with contractors and contacting tenants to arrange appointments
Organising critical safety certificates and performing regular audits of the same
Providing a virtual PA to support your admin tasks
11 more TASKS THAT A REAL ESTATE AGENCY CAN OUTSOURCE.
The role of real estate agency in UK has widely been transformed than it was just a few years ago. Small and medium sized real estate agencies are struggling with cost, expansion, and process alignment. In the competitive scenario in real estate industry UK , the collection, updation and maintenance of database plays a vital role to get competitive advantage. Presence on social media has also become an inevitable part of business. As such, outsource service providers are becoming much more of a strategic advisor in real estate industry. Some of the important tasks that can be outsourced to the external partners are listed below.
1. PROSPECTING AND 24/7 LEAD GENERATION
May it be selling of property or renting it out, the better deal requires lots of efforts to put in. When you aim to increase the probability in property deal, you have to widen the options. This is what the prospecting does; it finds buyers who want to acquire property with the best value for their money and sellers who want to profit by selling their property. For renting out properties as well one has to prospect the tenants and landlords and match them according to their requirements and cause the best deal to happen. Process of prospecting takes a lot of time which you don’t have but our virtual assistants do. Further you can keep your telephone line 24/7 open with us just by paying marginal plan charges. This way you will ensure that your property leads are captured even when you are in a sound sleep !!
2. DATA ENTRY
In real estate industry, attention to minute details is very important. Failure to upload or update perfect client information can mean the difference between a sale and a lost opportunity. Client information includes names, residential addresses, contact numbers, office addresses plus status reports that help you move the contact along the sales funnel. Further while uploading property attributes for selling or renting out also requires lots of information to be keyed in the system. Perfect information uploaded means higher the chances of better deal. This is a time- consuming task which should be delegated to a our Virtual Assistants.
3. SALES AND RENTAL AGREEMENTS/ CONTRACTS
Once your deal is finalized, there is lots of paperwork involved in a property deal in form of agreements and other related paperwork . Although the types of contracts are the same, their content may vary depending on city legislation on real estate property transactions. When you are moving in to close the sale, the last thing you would want is to be delayed because contracts have not been prepared. Delegating these tasks to virtual assistants assures you documents will be available immediately upon request. You can concentrate of getting other deals done rather than devoting your valuable time in paperwork.
4. MARKET RESEARCH
While arriving at the the Valuations of the real estate property the factors such as economic fundamentals, lending rates, ongoing developments, rate of migration, levels of demand and availability of supply are of major concern. While closing the deal, we have to make a market research for the valuation/ rent of similar properties in respective areas. There could be suburbs within the city that are still attractively priced with good upside potential you can offer to clients with smaller budgets before you close the deal. You can only do research regularly if you have virtual assistants on-board. They can keep researching and keep providing you statistics as you desire, which can help you take better decisions.
5. EMAIL AND SOCIAL MEDIA CAMPAIGNS
In any sales oriented business, market creation and market retention are of equal importance.. These areas of concern are best addressed through e-mail, whatsapp and social media campaigns. This is the most effective way to promote new property listings and maintain communication with existing clients. With e-mail and social media campaigns not only can you generate new sales but you can potentially earn repeated business from former clients. A Virtual Assistant can assure you e-mail and social media marketing campaigns are regularly carried out which will add a lot of value to growth of your business.
6. SPREADSHEET CREATION AND MANAGEMENT
Are you searching for a better deal? Do you need a spreadsheet on the list of suburbs in London that offer the highest yield at the most affordable pricings? Do you want a comparative analysis of your company’s year- to- year performance? Do you need comparative analysis for published results of your competitors ? Even if you are highly proficient in spreadsheet creation and management, your time is best spent handling more essential tasks. Virtual assistants are likewise highly- proficient in creating professional spreadsheets and managing data. These data and spreadsheet can be kept shared with you on the go and you can have real time access through your mobiles or tablet to take better decisions.
7. CREATING LETTERS AND WORD DOCUMENTS
Isn’t it a very time consuming task to write someone a formal letter ? You can write the same but it end up spending the a lot of time blankly staring at the computer monitor. Why don’t you prefer to use that time for following up on a warm lead or a solid prospect that can result in a profitable deal. You can delegate letter writing to a Virtual Assistant working with us. They will keep the letter ready for you just to endorse and get them out. Virtual Assistants can also manage your emails and reply your client’s email as per your instructions and guidance.
8. OUTSOURCE AND DIGITALIZE BOOKKEEPING (CHASING RECEIVABLES)
In any business, keeping track of your expenses and income flows are very important. Without knowing where your inflows came from and where your outflows went, it will be difficult to manage your business, evaluate performance or scale operations. By outsourcing bookkeeping function to your Virtual Assistant, you can easily have access to the important numbers of the business. We can help you to integrate your accounts with softwares like Quickbooks, Xero, Sage and can also help you to file statutory returns along with preparing the management MIS reports.
9. BLOGGING AND ARTICLE WRITING
In a modern digitalized world, where people will search information to support their decisions. A market survey says that more than 60 % of consumers based their decision to purchase or rent on a blog or articles found on internet. Can you believe that more than 75% of companies that managed a blog reported a positive ROI in their inbound marketing. Businesses that blogged and floated their articles online , generated 40% more sales than businesses that did not. You can not think of the blogging and floating business articles as it takes a lot of time to create and float over important websites over the internet. Answer is very simple, you can hire a virtual assistant with us who will not only prepare blogs and articles but will list out important websites for the real estate industry to blog and publish relevant articles.
10. MAINTENANCE AND TRACKING OF PROPERTY STOCK
The real estate market in UK is highly competitive. You should understand that you are in constant competition with other agencies to get the best listings in the market and resultants better deals. To take competitive advantage, you need to have the property stock handy. Virtual assistants have the resources to procure valuable information on your competitors such as sales and rental listings of your competitors on real time basis. Virtual Assistants also keeps your property stock ready to be uploaded on a spreadsheet and you can match any property any time from the stock.They can also help you to match the properties from available stock, once you send them requirements. This will result in getting better deals in competitive market.
11. DATABASE MANAGEMENT AND CREATION
In any business including real estate, your stock and client database is the cornerstone of operations. This is where all information flows through. However in order to keep your database effective it must be regularly updated, managed and most of all structured well on spreadsheets and CRM. Our Virtual Assistants know the best way to set up and manage your database and keep them updated.
A Team of Virtual Assistants can be deployed according to size of estate agency. For medium sized and big organization the composition of team may be on functional basis. Following Virtual Assistants can form the whole of back office for bigger estate agencies.
Personal Assistant (Sales) Personal Assistant (Property Management) Personal Assistant (Maintenance) Customer Service Officer Marketing Officer (Sales) Leasing Consultant Executive Secretary (for paperwork) Estate Event Coordinator Executive (Bookkeeping and Accounting) Call Center Executive (24/7 lead capture)
The key to real estate business is that you have to avoid your confinement. You can have better deals only when when you and your key employees are out there on the field meeting with clients, showing properties and moving to close deals. Why don’t you constrain yourself in doing the tasks are not amongst the core operations of a real estate agency. Outsource services to virtual assistants and open up more time to manage the functions that will make your business grow and fetch better property deals.