Inside Sales & Lead Follow-Up
Speed-to-lead, qualification, nurture, database outreach, appointment setting, FSBO and expired outreach, and documented handoffs.
Explore ISA support →
Real estate virtual assistant services
Delegate lead follow-up, CRM management, marketing, listing coordination, and transaction support to a trained, vetted, and managed real estate virtual assistant who works inside your systems and processes.
Active: CRM records, routing, qualification, and follow-up queues.
Listing updates, content, email, social posts, and database nurture.
Documents, timelines, stakeholder communication, and task follow-up.
Completed work, exceptions, pipeline changes, and next priorities.
The capacity problem
Agents and team leaders lose valuable selling time when every lead, database update, marketing task, listing detail, and transaction deadline depends on them. The problem becomes more expensive as the business grows: follow-up slows, records become inconsistent, clients wait, and opportunities disappear inside busywork.
Vitalis creates a defined support role around the work that repeats. Your Executive Partner owns approved workflows while you remain focused on conversations, appointments, negotiation, relationships, and growth.
Services by role
Choose a focused role or combine compatible responsibilities into one realistic Executive Partner position.
Speed-to-lead, qualification, nurture, database outreach, appointment setting, FSBO and expired outreach, and documented handoffs.
Explore ISA support →Contract-to-close administration, deadline tracking, document organization, stakeholder updates, and checklist management.
Explore transaction support →Listing intake, property information, MLS coordination support, photography scheduling, marketing preparation, and status updates.
Explore listing support →Database organization, tags, stages, smart lists, lead routing, task queues, follow-up campaigns, reporting, and data hygiene.
Explore CRM support →Social media, graphics, video coordination, email campaigns, newsletters, listing promotion, reviews, and content calendars.
Explore marketing support →Inbox and calendar management, meeting preparation, research, recruiting support, reporting, projects, and daily priorities.
Build a custom role →CRM experience
Vitalis prepares Executive Partners around the client’s approved platforms, procedures, fields, stages, communication standards, and escalation rules.
Lead routing, records, smart lists, action plans, tasks, pipelines, and accountability support.
Lead records, Smart Plans, campaigns, pipeline maintenance, reporting, and database organization.
Checklists, documents, calendars, deadlines, status tracking, and communication workflows.
Approved prompts, content drafting, research, documentation, and human-reviewed workflow support.
Sample weekly workflow
The actual workflow is tailored to the role, lead volume, systems, priorities, and schedule.
Review new leads, overdue tasks, active clients, listing priorities, transaction deadlines, and weekly campaigns.
Work approved lead queues, update outcomes, schedule appointments, and flag high-priority opportunities.
Prepare listing content, email activity, social posts, database touches, and review requests.
Support listing and transaction updates, documents, appointments, vendors, and internal handoffs.
Close open loops, clean CRM records, prepare KPI updates, and document priorities for the next week.
The Vitalis managed model
Clarify outcomes, tasks, systems, schedule, experience, and performance measures.
Recruit candidates aligned with the role and real estate operating environment.
Assess communication, judgment, skills, experience, and execution through a five-step process.
Train around the client’s systems, SOPs, responsibilities, and real-world scenarios.
Maintain visibility through reporting, check-ins, coaching, training, and performance support.
Illustrative case study
This representative scenario shows how a role can be structured. Actual outcomes depend on lead volume, systems, participation, market conditions, and execution.
A team leader personally reviews new leads, updates the CRM after hours, coordinates marketing inconsistently, and checks transaction details across multiple systems.
A real estate Executive Partner owns approved lead queues, CRM hygiene, marketing coordination, listing support, transaction reminders, and end-of-day reporting.
Work has a documented owner, daily priorities become visible, exceptions are escalated, and the leader recovers time for appointments, coaching, recruiting, and client relationships.
Frequently asked questions
Vitalis defines the role before matching the person so expectations are realistic from the beginning.
A real estate virtual assistant can support lead follow-up, CRM management, appointment setting, listings, transactions, marketing, research, reporting, recruiting, and recurring administration. The final scope depends on the assistant’s experience, schedule, and the client’s systems.
Time is recovered by transferring repeatable work such as CRM updates, lead queues, scheduling, marketing coordination, listing administration, document follow-up, and reporting. The actual time saved varies by workload, delegation, and adoption.
Yes. Vitalis can recruit and train Executive Partners for CRM-focused work in platforms such as Follow Up Boss and Lofty, using the client’s approved account structure, fields, stages, workflows, and permissions.
Compatible responsibilities can be combined when the workload is realistic and the selected person has the necessary experience. Vitalis helps establish priorities, capacity, and clear ownership before launch.
Vitalis uses a structured five-step process that includes assessments, interviews, in-depth skills evaluation, real-world assignments, and live client matching.
Yes. The service is designed around matching, initial systems training, ongoing coaching, reporting, accountability, and performance support rather than a one-time placement.
Pricing depends on the schedule, responsibilities, required experience, and service model. Visit the plans and pricing page for current options or book a discovery call for a role recommendation.
Tell Vitalis where work is getting stuck. We’ll help define the right real estate support role, skills, systems, schedule, and next step.