Realtair Virtual Assistant: a VA who has the pitch built before you leave for the appraisal

Nobody searches “realtair virtual assistant” at a calm moment. You search it the night before three appraisals, with one pitch built, two to go, and a stack of unsigned agreements sitting in Realtair Sign from last week’s wins. The platform did what it promised: it made your proposals look like a top-office operation and turned agreement signing into a link instead of a print-sign-scan ritual. What it could not do is grow the extra pair of hands that keeps the machine fed, because someone still has to build every deck, prep every kit, pre-fill every agreement and chase every signature. In most small agencies that someone is the principal, at hours the principal should not be working.

That is the specific job a Realtair VA takes. Not the listing conversations, not the price strategy, not the signature on the appointment. The assembly line around them.

The daily rhythm a VA runs in your Realtair

Morning starts with the appraisal diary. Every appointment the agents booked yesterday gets two things moving in Realtair before anyone drives anywhere: a pre-list kit personalised to the property and queued for send, and a pitch deck started in draft. The kit means the vendor has met your brand, your results and your process before the agent arrives, which is precisely the advantage the platform was designed to give and precisely the step that dies first when the office gets busy.

The pitch draft is the bigger job. Your VA builds it from the agency’s Pitch template: property details entered, comparable sales pulled through the platform’s CoreLogic, PropTrack and Pricefinder data feeds, the agent’s profile and recent results checked for currency, the fee options and marketing schedule loaded as the agent specified them for this vendor. The comparables the deck leads with, the fee structure offered, the price conversation planned, those are agent decisions made before or during the draft review. What the VA removes is the ninety minutes of assembly per pitch that was happening after dinner.

Then the engagement pass. Realtair tells you the moment a vendor opens a pitch, and that signal is worth money if someone acts on it. Your VA watches the notifications, logs opens against the contact record in your CRM, and flags the patterns that matter: the vendor who opened the deck within an hour, the one who keeps coming back to the deck, the one who has not opened it in four days and needs a different kind of call. The agent gets a short priority note, not a raw notification feed.

After a listing is won, the work moves into Realtair Sign. The agency agreement is pre-filled on the correct state form, for a Queensland agency that is the Form 6 appointment, with vendor names, ownership details, the property, and the commission and marketing figures the agent has confirmed in writing. It sits in draft until the agent reviews every field and sends it from their own login. Then the VA runs the follow-up: expired links resent, the second signatory on a jointly owned property chased, the executed agreement filed against the listing in the CRM the day it lands. Mid-campaign, price adjustments run the same way: the variation paperwork prepped through SignAnything at the figure the agent decided, agent checks and sends, VA tracks it to a completed signature and confirms the new price has flowed through.

Friday is vendor report day. Portal views, enquiry counts, inspection numbers and buyer feedback compiled into the vendor report and sent on schedule, so every Saturday vendor call opens with evidence. Weekly vendor reporting is the habit vendors remember at renewal time, and it is the first habit that collapses without admin support. Your VA makes it structural instead of aspirational.

The honest bit

Realtair will not win you a listing. It makes your pitch look like it came from a serious operation, and that matters, but a beautifully assembled deck built on the wrong comparables loses to a plain one built on the right ones. Choosing which sales tell the story is agent judgement, and no VA placement changes that. What the VA changes is whether the deck exists in time, every time.

Second, Realtair is not a CRM, and it leans on the data around it. If your CRM records are stale, the wrong vendor name, an old mobile, a mis-entered address, that error walks straight into a polished pitch, where it looks worse than it would in an email. This is why most Realtair placements bundle in CRM hygiene hours: the platform downstream is only as sharp as the database upstream.

Third, a sent agreement is not a signed one, and Sign cannot make a hesitant vendor open the email. Vendors stall on agreements for human reasons, a spouse to consult, a cousin who was an agent once, cold feet about the fee, and an automated nudge does not resolve any of them. A VA tracking the outstanding-document list tells the agent which stall needs a phone call, which is different from hoping the original email resurfaces.

And templates drift. Your fee structures change, your marketing packs get repriced, an agent’s results section goes stale. Realtair will happily keep producing pitches from an outdated master forever. Someone has to own template maintenance, and in a placement that someone is your VA, on a review cadence you set.

What stays with you

Real estate agency work is licensed work, and the placement is built around that. The agency agreement is a regulated document between the client and the licensee: the agent reviews every field the VA has pre-filled and sends it from their own login, and the VA never executes, never sends, and never adjusts commission, fees or marketing spend after the agent’s approval. Price guidance, appraisal figures and the comparable-selection judgement behind them stay with the agent, because that is both the law and the job. Anything a vendor asks the VA that amounts to price advice, fee negotiation or contractual interpretation escalates to the agent under a written rule, no freelancing. The VA runs the assembly line; the licensee owns everything a licence exists for.

What it costs and where to start

Realtair admin sits on the admin tier, $12-17 AUD an hour excl GST, and most agencies run 10-15 hours a week, roughly $500-1,100 a month, usually blending Pitch and Sign work with CRM upkeep and quote and proposal preparation in the same hours. Placement takes 7-10 business days, with 5-7 days supervised inside your Realtair and CRM before any solo work, starting on pitch drafts and pre-list kits where everything passes an agent’s eyes anyway. The $500 deposit is refundable and credits to your first month, there is a 30-day recalibrate-or-replace guarantee, and no lock-in beyond 14 days notice. Jenn has placed VAs into this exact stack for Australian agencies, so the real estate page is worth the read for the wider workflow, the VA cost guide has the full pricing breakdown, and when you are ready, book a discovery call and bring your appraisal diary.