Outsource Your Sales Administrator for Real Estate Tasks: Elevating Real Estate Sales and Coordination

Sales administration is crucial in the real estate industry, acting as the backbone of real estate operations. A sales administrator, often as a coordinator, works closely with real estate agents and their support team, including sales associates and an office manager, to ensure the smooth operation of sales activities. Unlike an office manager, who may have a more active role, a sales administrator focuses on supporting tasks such as documentation requests and contract management, acting as a critical liaison among office management, agents, and their clients, including buyers, sellers, purchasers, and vendors. This role demands a candidate with exceptional organisational skills and a keen attention to detail, ensuring that every aspect of the sales process runs efficiently. As a support staff member, a sales administrator's duties are essential for maintaining the operation's flow, offering a critical link that allows real estate agents to focus more on the direct selling of properties. Their work includes coordinating schedules, managing back-office tasks, and serving as a point of contact for clients, thereby playing a pivotal role in the success of real estate transactions. This position is a cornerstone within the sales team, requiring a blend of administrative expertise and interpersonal skills to effectively manage the varied aspects of sales administration in the real estate sector.

A sales administrator's role encompasses a wide array of tasks designed to streamline the sales process and enhance the efficiency of real estate operations. This versatile coordinator is responsible for many duties, from sending out contracts and schedules to scheduling property inspections. Critical tasks include data entry, managing electronic files, running reports, and overseeing messages. Furthermore, a sales administrator plays a pivotal role in the creation and execution of sales campaigns, vendor-paid advertising (VPA), and a variety of day-to-day administration activities. Their desk becomes a central hub for ensuring every sales team member has support to complete their tasks effectively. This includes coordinating with external providers to order sign boards and promotional materials, managing the client database (CRM), and handling pre-settlement preparations. By taking on these responsibilities, a sales administrator allows the sales agents to stay focused on engaging with clients and closing deals, thereby playing a crucial role in the operation of a real estate business.

Outsourcing sales administration services in the real estate sector can lead to significant cost savings, often exceeding 60%, making it an attractive option for agencies looking to optimise expenses. This strategy reduces the financial burden of local sales staff salaries and enhances operational efficiency. By outsourcing, agencies can focus on core business activities, fostering growth without the constraints of higher labour costs. A key provider in this domain, PMVA, specialises in assembling offshore staffing solutions tailored to your agency's needs. These offshore teams, adept at handling a wide range of sales administration duties, enable businesses to lower operational costs while maintaining high levels of service quality. PMVA offers customised process maps, or "Blueprints," designed to align with your agency's unique requirements, incorporating all relevant legislation and software. This approach ensures that your outsourced team is not just a group of external members but a fully integrated part of your operation, equipped to handle tasks with the same proficiency as a local team but at a fraction of the price.

Agencies often outsource real estate sales administration services offshore due to the fast-paced nature of the sales industry, where even a single day's delay can impact property sales. PMVA, a leading provider in this field, offers a unique solution with its Backup VA team, ensuring 100% uptime and zero downtime for your operations. This means that even if your dedicated Virtual Assistant is unavailable due to sickness, leave, or resignation, the Backup VA team is ready to step in, ensuring continuous support without disruption. Outsourcing with PMVA eliminates staffing issues and HR headaches and significantly lowers operational costs by leveraging offshore staffing solutions. This approach allows agencies to maintain a competitive edge by focusing on high-performance strategies without the traditional constraints of local staffing. PMVA handles training, salary payments, and other HR matters, letting agencies concentrate on core activities and strategic growth.

A real estate administrator is critical to supporting sales agents in their day-to-day operations, ensuring the smooth execution of property sales. This role has evolved with technological advancements, allowing the position to be effectively filled through offshore outsourcing. Businesses can significantly reduce salary expenses by leveraging such staffing solutions while maintaining or improving operational efficiency. The real estate administrator's duties are crucial for keeping the sales process moving forward, providing essential support that allows agents to focus on selling properties.

A career in sales administration for real estate can be a fun and exciting opportunity, however admin can be a little tedious so we recommend starting your career doing field work as a sales associate as this is a faster way of gaining experience and growth within the industry if you truly want to start selling property.

A sales support administrator directly supports the senior sales agent, which can entail field and office work. It's a great way to start interacting with clients, and you would be required to obtain your Agents Representative Certification through your state's Real Estate Institute or equivalent course. If you outsource offshore, an agent's rep is not needed.

There is a massive advantage when it comes to outsourcing for real estate sales administration because, unlike an employee in your office, we work in a distraction-free environment. We don't have customers walking in off the street or phones ringing off the hook. We have proven to increase task performance by 20-30% more when compared to in-house staff. Tasks that your dedicated real estate virtual assistant can perform are advertising, ordering sign boards and promotional materials, client database management (CRM), appraisal documents, listing documents, open home management, maintaining OFI database, managing property enquiries, sending email and SMS messages, prospecting, data mining, anniversary messages, creating and execution of contracts, title Searches, booking building and pest inspections, liaising with solicitors, pre settlement preparations, monthly and annual reporting, tracking sales commissions, sales trust accounting transactions & processing invoices.