DELEGATION DEPARTMENT

Our Delegation Department is trained in a wide variety of real estate specific tasks. The below is a broad list of sample tasks, that will be customized and specified by you, the client.

Administrative via Virtual Assistants

CMA and Absorption Analysis Creation within 24 hours

When an agent submits a Google Form, we create an in depth analysis and report to bring to a Listing Appointment.

Vulcan Expireds Uploaded to MOJO

Daily upload to your Dialer of Expired, FSBO, and any other lead sources.

Instant Expired/Cancelled Lead Notifications, if applicable.

For instant reaction time for a first phone call, as allowed by your MLS and available in your state.

Calling Cards Cleared and Moved to Original List Daily

Used to track how many times a lead list is being called in a Dialer like MOJO. Calling cards track who calls what lists, and when.

Leads Uploaded into MOJO on a Daily Basis!

RedX
Home Evaluation
Zbuyer
Zillow, Realtor.com, Homes.com, etc.
CRM leads
Any other lead sources specific to your Team

Agent Legend

Adding leads (like Buyers, Expired or FSBO) to a text/email automation system like Agent Legend.

Circle Prospecting Lists Farmed and Added to MOJO, as Requested

Or, this can be a task for every new listing/new contract to upload this list for ISAs to utilize

Phone System Reports

Missed Calls Daily, Reports for Pickup Rates, etc.

Sending % of Set to Signed Appointments per agent

Often used for for competition or rewards for the highest Conversion Percentage!

Brownies/Treats ordered for New Clients

Often used for new Buyers and Sellers.

MOJO Hot Sheets

Using Hot Sheets in MOJO, we can add Leads to your CRM based on MOJO Calls, without agents needing to take the time to do so!

Appointment Trello Card Creation, or CRM lead Creation

For any system you use to track Listings and Contract to Close, we will create a new line item with information for that client.

Dave Ramsey Website updated for Appointments, contracts, and closings

This applies to any Endorsed Local Provider system applicable to your team.

Opportunity Calendar

Create and manage OP calendar based on agents schedules.

Marketing

Social Media Posts - New Listing, Price Change, Under Contract, Just Sold, etc.
Creation of flyers, newsletters, webinar data & postcards using templates
Sharing Testimonial posts
Setting up Smart Plans in Command for current/past clients
Open House Marketing

Complete transitions to New Databases

Maintaining the database

Assistance with daily lead distribution

Keeping Zillow Past Sales updated

Send out birthday/holiday card to leads and clients

Listing & Closing Virtual Assistants

PRE - LISTINGS

Create a contact in Contact management application, for example, BoomTown/Command, etc.
If Command, create opportunities
Create listing package and get approval from agent
After approval, send the listing packet to the sellers for signature (if applicable)
Follow up with the client and agent to get the documents signed.

ACTIVE LISTINGS

Once signed, review the signed documents to make sure the details are filled in & signed correctly and completely.
Create transaction in the document management application used , for example, Dotloop/Docusign/Command/Instanet and add the signed documents.
Upload MLS waiver form, if applicable.
Submit the documents for compliance. (if applicable)
Schedule staging with a vendor via email
Schedule photos with the photographer via hangout chat/email whichever method is followed
Make sure we have all correct features and information needed (Old MLS, tax records, prelim-title, etc) for listing to go live in MLS
Input MLS along with photos and documents and send to agent for approval.
Once approved, make the listing Active.
Sending an email to the team congratulating the agent regarding the new listing.
Sending an email to the client congratulating him/her by attaching the Active MLS printout page.
Set up smart drip plan to the client
Assign a lockbox to MLS# and update the lockbox to any database that you use to record it.
Update the Showing Time instructions.
Start marketing on Facebook, Instagram, Google+, Twitter, etc
Maintain a checklist that needs to be done and make sure to follow up with agent to get things done (like getting keys, adding a sign/rider, schedule open house/showings, updating expiration date to calendar, etc)
Create Circle prospecting list for the agents to call.
Order listing warranty, if the seller requests. Send the confirmation copy to agent, agent & client
Schedule Open Houses and add those showings and marketing to respective applications.

PRICE REDUCTION

Create an amendment to the contract and send it to the client(s) for signature.
Update the price in MLS, CRM and Document management application.
Sending an email to the team to notify the price change.
Sending an email to the client to let them know that the price has been updated.
Post on social media websites to update the new price.
Reverse prospecting to all past showings.

LISTING TRANSACTIONS

Update MLS to show the contingency.
Once signed, review the signed documents to make sure the details are filled in & signed correctly and completely
Sending an email to the team congratulating the agent regarding the new contract.
Sending an email to the client congratulating them
Send an introduction email to parties involved in this transaction (lender, mortgage, title company and co-broker)
Set up smart drip plan to the client.
Input the important deadlines to the agent’s Google Calendar/Smart Sheet/BoomTown To-Dos/ maintain a checklist that needs to be done and make sure to follow up with agent to get things done (like Escrow deadline, Inspection deadline/Due Diligence, Attorney Review, Loan Contingency, Closing day, etc)
Update the transaction details to CRM and document management application.
Start marketing on Facebook, Instagram, Google+, Twitter, etc
Send Property Condition report, LBP, Condo documents, to buyer for signature if applicable.

Notes throughout the transaction:

Whenever required, send the documents for e-signature to clients/upload the signed copy to respective locations (drive/document management application/dropbox, etc) throughout the entire transaction.

Keep sending follow up emails to the respective parties until we get the information required.

Creating amendments if required. Update the Calendar/CTE/spreadsheet/CRM & other applicable database if any dates get extended or changed.

Keeping the agents posted if we do not hear back from any parties well ahead.

Send reminder email/notification to the agent 2-3 days before the deadlines.
Update any spreadsheets maintained at regular intervals. (CTE, SISU,Google Sheets, etc)

ESCROW DUE:

Obtain the copy of EMD from the buyer agent.
Store the copy in a document management application.
Upload the copy for compliance.
Send the copy of the check to closing company.
Pass on the update to the seller.

INSPECTION DUE:

Confirm if Home Inspection has been scheduled by the buyer agent.
Follow up if the inspections have been completed.
Follow up with buyer agent to receive the inspection report and repair list.
Send the inspection report and repair list to agent to confirm if we are good to share it with sellers.
Send the repair list to our clients for signatures and forward signed copy to co-broker.
Remove the inspection contingency from MLS and update appropriate status.
Follow up with our agent to make sure the repairs are completed.
Collect the invoices from the agent and store in respective folders.
Check if the invoices have been paid.
Send the invoices to closing company.

APPRAISAL DUE:

Add appraisal deadline to calendar and invite agent.
Ensure appraisal has been ordered by the buyer agent.
Obtain status of appraisal from buyer agent and notify our agent.
Update the concerned parties when appraisal is received.

A WEEK PRIOR TO CLOSING:

Send out a ‘Preparing for closing’ email with the list of things to do as closing is nearing.
Make sure all the documents are added to CRM to get the transaction compliant by Market Center Administrator.
Prepare the Commission statement for the brokerage and get an approval.
Check in with buyer agent to see when the walkthrough is expected to be scheduled.
Add walkthrough date and time to calendar
Request availability for closing from closer
Coordinate with sellers to schedule closing
Schedule closing date and time
Update calendar showing closing date and time

POST CLOSING:

Update MLS to Sold
Send an email to our client to request review.
Update the past sale in Zillow.
Create & Upload social media post.
Set up smart drip plan to the client.
Order Closing gift.
Send ‘Thank you’ card/gift to the referrer, if this transaction is through referral.
Remind agent to remove any post/signs were added to the property location.
Remind agent to remove lockbox if applicable
Make sure we received signed ALTA
Upload the closed documents to CRM and get approval from MCA

BUYER TRANSACTIONS

Once ratified contract is signed, review the signed documents to make sure the details are filled in & signed correctly and completely
Sending an email to the team congratulating the agent regarding the new contract.
Sending an email to the client congratulating them
Send an introduction email to parties involved in this transaction (lender, mortgage, title company and co-broker)
Set up smart drip plan to the client.
Input the important deadlines to the agent’s Google Calendar/Smart Sheet/BoomTown To-Dos/ maintain a checklist that needs to be done and make sure to follow up with agent to get things done (like Inspection deadline, Attorney Review, Loan Contingency, Closing day, etc)
Update the transaction details to CRM and document management application.
Start marketing on Facebook, Instagram, Google+, Twitter, etc.
Receive Property Condition report, LBP, Condo documents, from sellers and send it to buyer for signature if applicable.
Followup to ensure the Property Condition report is signed within certain days as mentioned in the purchase agreement.