Top 6 tasks that Real Estate Professionals outsource

Whether you're closing sales or managing hundreds of tenancies, there’s one universal truth: you’re most valuable when you're client-facing — not admin-bound.

Top-performing sales agents and property managers across Australia are turning to Virtual Assistants (VAs) to handle the back-end workload so they can focus on high-impact activities. The result? Better service, faster response times, and higher earnings without burnout.

Here are the 7 tasks the smartest professionals are outsourcing — and how it directly improves ROI.

1. Lead Follow-Up

Following up with new leads within 5 minutes increases conversion rates by up to 400% — but most agents simply don’t have the time.

A VA can:

• Monitor and respond to portal enquiries instantly

• Pre-qualify buyers and schedule appointments

• Keep your calendar full without constant juggling

ROI Boost: More appraisals, more listings, more deals
Time Saved: 5–8 hours/week

2. Routine Communications with Tenants and Owners (PM)

You didn’t become a property manager to chase up smoke alarm checks and invoice clarifications.

Let your VA:

• Handle repetitive emails

• Coordinate maintenance appointments

• Send rent reminders and inspection notices

ROI Boost: Happier tenants and landlords = lower churn
Time Saved: 6–10 hours/week

3. Listing and Marketing Support (Sales & PM)

Property ads and marketing packs take time. Let a VA handle:

• Listing uploads (REA, Domain)

• Drafting brochures and signboards

• Booking photographers and copywriters

• Coordinating social media posts

4. CRM Hygiene and Database Management

Your database is your goldmine — but only if it’s clean.

VAs can:

• Update contact details

• Tag and segment contacts

• Log call notes and pipeline stages

ROI Boost: More targeted marketing = higher lead conversion

5. Maintenance & Invoice Admin (PM)

Chasing quotes. Issuing work orders. Processing invoices.

A VA trained in real estate systems can:

• Liaise with tradies

• Log and escalate work orders

• Code and process invoices in PropertyMe, PropertyTree, etc.

ROI Boost: Reduces delays and admin errors
Time Saved: 5–10 hours/week

6. Trust Accounting Support (PM)

Trust accounting can be tedious — and mistakes are costly.

A VA trained in real estate admin can:

• Enter and reconcile invoices in PropertyMe or PropertyTree

• Monitor arrears and allocate payments

• Assist with end-of-month reporting and owner disbursements

• Track compliance and audit deadlines

ROI Boost: Reduces costly errors and speeds up payments
Time Saved: 4–6 hours/week

Why Top Agents and PMs Partner with FudoDesk

At FudoDesk, we help real estate professionals:

• Hire and train VAs with real estate experience

• Build custom SOPs to streamline workflows

• Set up CRMs and automation tools

• Monitor VA performance and continuously optimise

One skilled VA can free up 10–15 hours/week, helping you scale your revenue and reduce team burnout — without increasing local headcount.

Final Thought

The smartest real estate professionals don’t work more hours — they work smarter.
By outsourcing the right tasks, you stay focused on what moves the needle: relationships, negotiations, and growth.

Let FudoDesk help you build the back-end systems that support your front-end success.

Contact us today.