Services · Real estate
A dedicated virtual assistant for your real estate business.
Leads followed up while you are at a showing. Files moving while you are at the closing table. One full-time assistant who owns the operational half of your business.
Sound familiar
The work that eats an agent’s week.
Leads go cold in the gap
A portal lead comes in at 2pm. You are in a listing appointment until five. By the time you call, somebody else already has.
The CRM is a graveyard
Half the database has not been touched since it was imported. Stages are wrong, duplicates multiply, and nobody trusts the numbers.
Contract to close is a second job
Inspection, appraisal and financing deadlines, every party asking what happens next, and one missed date that costs the deal.
Marketing happens when there is time
Which is never. The listing goes live with phone photos and a caption written in the car.
The work
What your assistant takes over.
One assistant covers all of this. You choose where to start; most businesses add lines as the first ones settle.
Pipeline
Lead follow-up & cold calling
Every new lead contacted the same day, worked on a set cadence, and handed to you when they are ready to talk.
- Same-day first contact on new leads
- Calling your sphere, expireds and FSBOs from your lists
- Appointment setting straight into your calendar
- Live transfers when a lead is ready
Systems
CRM & MLS management
A database you can actually run the business from.
- Stages and tags kept current after every touch
- Duplicates merged weekly
- Listing data entered and checked against the MLS
- A weekly pipeline snapshot
Contract to close
Transaction coordination
Dates tracked from accepted offer to keys, and every party told what happens next before they ask.
- Critical-date calendar built on day one
- Documents chased and filed
- Lender, title and co-op agent updates
- Closing checklist signed off
Marketing
Listing marketing & social
The marketing ships on schedule, in your voice, whether or not you had time this week.
- Listing descriptions and flyers
- A month of social posts, approved once
- Just-listed and just-sold emails
- Review requests after closing
Admin
Inbox & calendar
The inbox triaged and the calendar protected, so the day holds the appointments that matter.
- Inbox sorted into act, reply, file
- Showings and appointments scheduled
- Vendor and contractor coordination
- Expense and commission paperwork
Core · Automation
AI automations
Built as your assistant learns the business, so repeat work stops coming back.
- Lead routing and instant first-touch drafts
- Showing and deadline reminders
- Post-close nurture sequences
- Call notes summarised into the CRM
Capability, shown
What a week can look like.
An illustration of how the work is spread across a week, not a record from a client account. Your week is scoped on the call.
| Day | Your assistant |
|---|---|
| Mon | Pipeline snapshot sent. Weekend portal leads called. CRM stages updated from Friday’s showings. |
| Tue | Sphere calling block. Two listing descriptions drafted for approval. Inspection deadline reminders out. |
| Wed | Appraisal and title chased on active files. Social posts scheduled for the rest of the week. |
| Thu | Expired and FSBO calls. Showing feedback collected and sent to sellers. Duplicate merge in the CRM. |
| Fri | Just-sold email. Closing checklist reviewed. Weekly check-in with you: what moved, what is stuck. |
Your tools
Works inside the systems you already use.
No new software to buy. Your assistant logs into yours. Common in this industry:
- Follow Up Boss
- kvCORE / BoldTrail
- Lofty
- Your MLS
- Dotloop
- SkySlope
- DocuSign
- Zillow Premier Agent
- Canva
- Mailchimp
- Google Workspace
- Microsoft 365
Access & confidentiality
What protects your clients’ information.
Before they touch anything
How your assistant is vetted
- Chosen personally by the CEO
- A signed non-disclosure agreement
- A police background check
- References from previous employers
- A psychological assessment
- Ten days of onboarding on your business
While they work
How access is handled
- Your assistant works inside your CRM, MLS and transaction software under their own login, which you can revoke in one click.
- Access is scoped to what the work needs. MLS and e-signature access only if transaction coordination is part of the scope.
- Contracts, financing details and client files are covered by the NDA your assistant signs before day one.
- Nothing goes to a client, lender or co-op agent under your name until you have approved the template it came from.
Management
How much managing you actually do.
Stays with you
Judgment calls
- Pricing strategy, negotiations and anything that needs a licence
- Approving templates, scripts and listing copy once
- A 20-minute weekly check-in
Handled for you
Everything else, with oversight
- The work itself, owned end to end
- An end-of-day report, every day
- A Clozik supervisor watching the account
- Backup cover when your assistant is out
Risk, removed
The terms, before you ask.
Fit
Not a fit? Replaced free.
If the assistant is not right for your business, we swap them at no cost. You do not have to build a case for it.
Terms
Cancel anytime. No notice.
No lock-in and no notice period. Stop whenever you want; nothing further is owed beyond work already done.
Cover
Out sick? Covered.
A second trained Clozik assistant covers absences, so your work does not stop because a person did.
Oversight
Reported daily. Supervised always.
An end-of-day report, a weekly check-in, and a Clozik supervisor watching the account above your assistant.
Questions
Real estate questions, answered.
Does the assistant need a real estate licence?
No. Your assistant handles the unlicensed work: follow-up, scheduling, data, documents and marketing. Anything that needs a licence, like negotiating or giving advice on price, stays with you.
Can they work my leads in my time zone?
Yes. Your assistant works your hours, so a lead that arrives during your business day gets contacted during your business day.
Will they learn my CRM and MLS?
Onboarding is ten days on your business specifically: your CRM set-up, your MLS, your scripts and your transaction checklist. If a system is new to them, that is where it gets learned.
Is this a transaction coordinator or a virtual assistant?
Both, if you want it. Transaction coordination is one of the service lines. Most agents start with lead follow-up and CRM, then hand over files once the cadence is working.
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