Service

Real Estate Support Teams

Trained real estate staff for agents, teams, brokerages, investors, property managers, short term rental operators and commercial firms. Transaction coordination, inside sales, listing and showing support, tenant and maintenance coordination, guest communication, lease and rent roll abstraction, and the data work behind all of it.

Real estate runs on files, follow up and paperwork

Volume did not go up but the work per file did The typical agent is closing fewer sides than a few years ago while the documentation behind each one has grown. Property managers are carrying higher costs on the same portfolios. Investors lost most of the reach that cold texting used to give them, so the work moved back onto the phone, which needs people rather than software. In every one of those cases the answer is the same: capacity that does not cost a salary.

We staff the roles, we do not sell the advice Everything below is preparation, coordination, documentation and follow up. In most states an unlicensed assistant cannot quote price or terms, cannot negotiate, cannot host an open house alone and cannot solicit on their own. Our people work to that line deliberately, and the licensee keeps the advice and the negotiation. If you want a licensed person instead, say so and we source one.

Transaction coordination, contract to close

The highest volume role in the whole category, because every closed side creates a file whatever the market is doing.

  • Contract check for full execution, initials and signatures, earnest money receipted against the state deadline
  • Every deadline extracted into a critical dates calendar: inspection, financing, appraisal, title objection, HOA documents, walkthrough and closing
  • Escrow and title opened, inspection access coordinated, reports distributed, repair addenda prepared, contingency removals tracked and filed
  • Weekly lender contact, appraisal ordered and tracked, low appraisal addenda handled, conditions followed to clear to close
  • Title commitment and objection deadline, HOA estoppel, payoff ordering, survey, home warranty, utilities, final walkthrough, settlement statement checked line by line before it reaches you
  • After closing: commission disbursement authorisation, broker compliance submission, MLS moved to sold with the correct price and concessions, review request and the file retained to your brokerage policy
  • Wire instruction changes are never actioned on an email alone. Verified callback to a number already on file, every time, because closing coordinators are a standing target for wire fraud

Platforms we already work inside SkySlope, Dotloop, Lone Wolf Transactions including the newer Transact product, BoldTrail BackOffice, Paperless Pipeline, Open To Close and Brokerage Engine. Signing in DocuSign, Authentisign, SkySlope DigiSign, Dropbox Sign, Adobe Acrobat Sign and PandaDoc. Title and escrow coordination against Qualia, Resware and SoftPro.

Inside sales, appointment setting and database work

First touch on a new lead is now automated almost everywhere, so we do not sell speed. We sell the part software still cannot do: the real conversation, the objection, the reason somebody is actually moving and the appointment that holds.

  • Inbound lead work, outbound call backs, long term nurture and the callback queue
  • Database and sphere reactivation, which is where most teams are leaving money
  • Circle prospecting around new listings, plus expired and for sale by owner outreach
  • Qualification written into the CRM properly: motivation, timeline, financing position, area and price band
  • Appointments confirmed and calendared, not just booked and forgotten

Stacks we run in Follow Up Boss, BoldTrail, Lofty, Sierra Interactive, Real Geeks, CINC, Top Producer, Lone Wolf Relationships and RISE by MoxiWorks. Dialers including Mojo, PhoneBurner, CallTools, ReadyMode, Kixie, JustCall and smrtPhone. Prospecting data from REDX, Vulcan7 and Espresso Agent.

Compliance is part of the job, not a disclaimer Do not call scrubbing, consent records, calling window discipline and A2P registration where texting is used at all. We will tell you plainly that cold texting is no longer a reliable channel, because filtering and revocation rules have made it one, and we would rather put the hours into voice than sell you a dead one.

Listings, showings and the brokerage back office

  • Listing coordination: pre list paperwork, photography and media scheduling, MLS entry and syndication checks, marketing assets, open house logistics and status changes made on time
  • Comparative market analysis prepared in Cloud CMA, RPR, MoxiPresent, RealScout or your own MLS module, ready for you to present
  • Showing coordination in ShowingTime, BrokerBay, Aligned Showings or ShowMojo, including feedback chasing
  • Compliance file review against your brokerage checklist, so files close audit clean rather than being fixed afterwards
  • Fair housing discipline on every piece of listing copy and advertising, because whoever writes the remarks is inside that risk

Investor and acquisitions support

  • Acquisitions calling, seller follow up and pipeline discipline
  • List building and stacking in PropStream, DealMachine, Propwire, PropertyRadar and REsimpli, with proper dedupe rather than a pile of overlapping CSVs
  • Skip tracing and owner contact enrichment, run through tools that are appropriate for marketing use
  • Comping, after repair value support and offer preparation in Privy, DealCheck, Rehab Valuator, Propelio and spreadsheet models
  • Driving for dollars route data captured and cleaned into the CRM
  • Foreclosure, probate, tax delinquent and absentee owner sourcing from county records
  • Wholesaling back office: buyer list management, disposition outreach, contract and assignment paperwork

Property management support

The steadiest book of work in real estate, because management revenue is recurring and does not fall when transaction volume does.

  • Maintenance coordination and work orders end to end: triage, vendor dispatch, scheduling, tenant communication, follow up and invoice check, in Property Meld, Latchel, Lula or your platform's own module
  • Tenant screening and application processing, including document and pay stub fraud review, which barely existed as a task a few years ago and is now routine
  • Rent collection, delinquency follow up and payment plan tracking
  • Owner reporting, statements and month end packets
  • Lease renewals, move in and move out coordination, inspection scheduling
  • Vendor management: insurance certificates, W-9s, licence expiry and compliance tracking

Platforms AppFolio, Buildium, Yardi Breeze and Voyager, Rentvine, Rent Manager, DoorLoop, Propertyware, RealPage, Entrata, TenantCloud, Rentec Direct and TurboTenant. Screening through TransUnion SmartMove, RentSpree, Findigs, Snappt and the screening modules inside your own system.

Where the law sits Any declined application needs an adverse action notice naming the reporting agency, and screening criteria have to be applied consistently to every applicant. Our staff are trained to that and to the state level differences in fee caps, portable reports and source of income rules.

Short term rental operations

  • Guest communication with genuine overnight cover, including pre arrival, in stay issues and post stay follow up
  • Listing build and optimisation across Airbnb, Vrbo, Booking.com and direct
  • Dynamic pricing managed in PriceLabs, Beyond or Wheelhouse, with the reasoning written down rather than left to the tool
  • Cleaning and turnover scheduling in Turno, Breezeway or Operto Teams, including same day turn conflicts
  • Review management, response writing and rating recovery
  • Channel and calendar hygiene inside Hostaway, Guesty, Lodgify, OwnerRez, Hospitable or Beds24

The market is maturing rather than booming, which is exactly when casual hosts get out and professional operators take the share. Tighter operations is the whole game now.

Commercial real estate support

  • Rent roll abstraction and normalisation: tenant, suite, rentable area, term dates, base rent and steps, recovery structure, pro rata share, deposits, free rent, allowances and options
  • Lease abstraction with a QA pass aimed at the terms people actually miss: renewal option deadlines, escalation triggers, CAM reconciliation rights and termination notice requirements
  • Underwriting support, T-12 normalisation, discounted cash flow models, waterfalls and promote calculations, sensitivity runs and debt sizing
  • ARGUS Enterprise model builds and runs, alongside Excel where Excel is still the substrate
  • Market, comp and submarket research packaged into something a committee can read
  • Investor reporting and distribution support in Juniper Square, Agora, InvestNext, AppFolio Investment Manager or SyndicationPro

Why this one is busy A very large volume of commercial debt has been reaching maturity, and every refinance, recapitalisation and workout means re-underwriting and re-abstracting. Extraction tools have made the first pass fast, which moved the value into the person who audits the output. That is the role we staff.

Real estate data, done the legitimate way

The honest position first There is no self serve route to live MLS data. Access runs through a broker or approved vendor relationship with each MLS. RETS is retired and the current standard is the RESO Web API. The old public Zillow API was withdrawn years ago and has no replacement, so anyone advertising it is selling you something that does not exist.

  • Licensed listing feeds set up and maintained through Trestle, Spark API, MLS Grid or Bridge Interactive, with the redistribution terms respected
  • County assessor and recorder data collected parcel by parcel where that is the only real source, and kept current on a schedule
  • Property record datasets assembled from licensed providers and public records: parcel number, owner of record, assessed and market value, tax and delinquency status, last sale, mortgage and lien presence, build year, size, lot and zoning
  • Rent comps, permit data and parcel geometry layered in where the question needs them
  • Owner contact enrichment for marketing use, kept away from the credentialed data tiers that are restricted to permissible purposes
  • A real database instead of a folder of spreadsheets: a schema keyed on parcel, address normalisation, source of truth rules per field, fuzzy matching and dedupe, refresh cadence per source, and provenance recorded per field so you know where every value came from
  • Dashboards, search and exports on top, in Postgres with PostGIS, BigQuery or Snowflake, with Metabase, Looker Studio or Power BI in front

This is the part most competitors will not touch, because it needs a data engineer rather than an assistant. We have both, which is the point of the arrangement.

Listing media and marketing

  • Photo editing, flambient blending, sky replacement, twilight conversion and object removal done to a standard that survives a close look
  • Listing video and vertical cuts for social, plus virtual staging with the disclosure your MLS requires
  • Floor plans from phone scans in CubiCasa, Matterport, iGuide or Magicplan
  • Social content calendars, single property sites, email and newsletter, and database reactivation campaigns

Two ways to run the desk

Pick one, or run both Everything on this page can be staffed by a trained person, built as a system that runs on its own, or split between the two. Most desks end up split, because the parts that need a judgement call and the parts that only need doing are not the same parts.

A person on the desk

A named coordinator, assistant or caller who owns the outcome and picks up the phone when a file goes sideways.

  • Contract to close coordination, chasing signatures, addenda, lender conditions and title items
  • Inside sales calling and texting the database, qualifying and booking on the agent calendar
  • Listing preparation, MLS entry, photo and floor plan ordering and compliance file assembly
  • Showing and tour coordination, feedback collection and weekly seller updates
  • Property management inboxes, maintenance triage, owner statements and renewals

A system on the desk

The repeatable part of the same work built once, owned by you, running whether anybody remembers it or not.

  • Contract to close checklists that fire their own reminders and escalate when a date slips
  • Lead routing from portals, your site and paid campaigns into the CRM with instant alerts
  • Listing status and price changes pushed to every channel at once instead of one by one
  • Rent roll, lease abstraction and portfolio reporting assembled and refreshed on a schedule
  • Market and comparable data pulled into your own reports without anyone rekeying it

Both together

The usual answer. The system carries the reminders, the routing, the reporting and the repeat data entry. The person carries the exceptions and every conversation a client would notice being automated.

  • Start with the person so we can watch the real process before automating any of it
  • Automate the steps that never change, leave the ones that need a decision alone
  • The coordinator stays the point of contact and reviews what the system did

Where the line sits Anything that carries a licence, a signature or advice stays with your licensed people. Our assistants support them, and no system is allowed to send something a licensed person has not seen.

Frequently asked

Are your people licensed?

By default no, and that is deliberate. Unlicensed support staff prepare, coordinate, document and follow up, while the licensee keeps anything that counts as advice, negotiation or solicitation. That line differs by state and our staff are trained to it. If a role genuinely needs a licence, tell us and we source a licensed person instead.

How is a transaction coordinator priced compared to hiring one?

The usual comparison is against a per file coordinator or a full time hire rather than against a salary in your own market, and it is worth running that comparison on your actual file count. We will quote against your volume after we have seen how your files run.

Do you work inside our CRM and transaction platform, or your own?

Yours. You create the accounts and control the access. We work in Follow Up Boss, BoldTrail, Lofty, Sierra Interactive, SkySlope, Dotloop, AppFolio, Buildium, Yardi, Hostaway, Guesty and most of the rest, and if your stack is unusual we learn it.

Can you do cold texting campaigns for investor leads?

We can, but we will advise against relying on it. Filtering has cut deliverability on cold campaigns badly, revocation rules now apply across message types from the same sender, and the penalty exposure per message is serious. We would rather put those hours into calling, which still works.

Can you pull MLS or Zillow data for us?

MLS data only through a licensed route, which means a broker or approved vendor relationship with the MLS and a feed over the current RESO Web API. Zillow's old public API was retired years ago and has no replacement, so nobody can legitimately sell you that. County records, licensed property data providers, permits and parcel data we can assemble properly.

Do you cover overnight for short term rental guests?

Yes. Guest communication is one of the few genuinely round the clock functions in this category, and we staff it as shift work with named people rather than pretending one person covers every hour.

What happens when a placed person is sick or on leave?

Somebody trained on your account covers. That is the difference between this and hiring an individual contractor, and it is built in rather than arranged on the day.

Can this be automated instead of staffed?

Parts of it, and we will tell you which parts. Contract to close reminders, lead routing, listing status pushes, rent roll reporting and comparable data pulls are all worth building as systems you own. Calls, chasing, exceptions and anything a client would notice being automated stay with a person. Most desks run both, and we map the process before proposing either one.

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