Real Estate Appointment Scheduler VA
Books showings, listing appointments and buyer consultations for real estate agents and keeps every calendar accurate, so agents spend their days with clients rather than coordinating logistics.
- Top 1% vetted talent
- No lock-in contracts
- Replacement guarantee
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Hourly rates · No lock-in contracts
Description
A Real Estate Appointment Scheduler VA manages the calendars and logistics behind property showings, listing appointments and buyer consultations. They can confirm appointments, coordinate access, organise showing routes, follow up unbooked prospects and keep CRM records current. Outsource Teams provides top 1% vetted talent with scheduling or real estate administration experience, no lock-in contracts and a replacement guarantee, helping agents spend more of their day meeting clients instead of organising appointments.
Responsibilities
- Schedule showings, listing appointments and buyer consultations across agents' calendars.
- Coordinate access with listing agents, sellers, tenants and lockbox systems.
- Confirm appointments by phone, text and email and reschedule cancellations promptly.
- Manage showing requests through ShowingTime, Calendly or the MLS scheduling tool.
- Build efficient showing routes for buyer tours.
- Follow up with prospects who have not yet booked.
- Keep appointment details and outcomes updated in the CRM.
- Send reminders and preparation notes to agents before each appointment.
- Report on appointments booked, kept and cancelled each week.
Software & Tools
Requirements
- 5+ years in scheduling, appointment setting or real estate administration.
- Experience with ShowingTime, Calendly, Google Calendar and a real estate CRM.
- Familiar with MLS systems and showing procedures in the client's market.
- Clear, friendly spoken English and quick, accurate written communication.
- Able to manage several agents' calendars without conflicts.
- Calm under pressure when plans change at short notice.
- Works the client's local market hours from a quiet space with a headset, high-speed internet and backup power.
Frequently Asked Questions
What can they schedule?
They can coordinate property showings, listing appointments and buyer consultations across one or multiple agents’ calendars.
Can they handle changes and cancellations?
Yes. They can confirm appointments, reschedule cancellations, coordinate access and send reminders or preparation notes before each appointment.
What tools can they use?
They can work with Calendly, Follow Up Boss, Rex, Google Calendar and Aircall, as well as showing and MLS scheduling systems.
How experienced are the candidates?
Candidates are expected to have at least five years in scheduling, appointment setting or real estate administration.
How much does it cost?
Rates are listed in USD at $5 per hour for entry-level talent, $7 per hour for intermediate and $9 per hour for senior talent. Both full-time and part-time options are available.
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