For Virtual Assistant Johnnie Davis of Hodge, Louisiana, responding to her client’s website leads is top priority. Here’s how she provides that all important personal touch in a system designed to let prospects know quickly and clearly what the agent can do for them:

MI: Johnnie, you have a variety of administrative experiences leading up to your work in real estate support. Would you tell us something about your background?

JD: Yes, I have worked in office management, secretarial positions, and sales positions and now have 12+ years as an onsite real estate sales assistant and Virtual Assistant. As an onsite assistant I designed flyers, performed MLS work, correspondence, mailings and all kinds of clerical responsibilities. I assisted my Realtor® boss with marketing, ordering supplies…all administrative functions.

MI: You also worked in real estate sales at one point, which gives you an additional perspective when working with agents. How do you feel this helps you in real estate support?

JD: I sold real estate 5 years before becoming an assistant. I think the best Realtor® assistants have some real estate background. In my case, I often know what the Realtor® needs without being told. The customer service aspect was key for me as a salesperson and it is still key in relating to the Realtor’s® clients. After 5 years in the business it began to be obvious to me that I much preferred and was better at the administrative work in real estate than the negotiation and driving clients from one property to another. That’s when I moved into real estate support.

MI: How did you move from working as an onsite assistant to the world of Virtual Assistance?

JD: The Realtor® that I worked for full time was becoming more and more successful (and I like to take just a little bit of credit for his success). However, as I learned more about the use of the Internet in real estate and about virtual assistants’ part in that I realized that I could serve better if I worked hard on developing Websites and generating leads. After all, he was constantly cold calling or having someone do that along with mail outs to draw in business buyers or sellers and that is the hard way. I asked him to consider me working virtually and letting us hire someone to take over the onsite duties so that I could devote my full time to the Internet. He was reluctant at first but eventually agreed to “give it a try.” It has worked out wonderfully for me from a personal standpoint because I was able to move back to my hometown and be near my family, buy a home and set up a home office. I have erased the word “commute” from my life and I love it.

MI: What kinds of support do you provide for real estate clients, and what is your specialty?

JD: I design flyers and enhance listings on Realtor.com, Homes.com and FNIS websites for Realtors®, keeping the site info current, adding photos, showcases, etc. I enjoy all this but have found the most valuable service I offer is lead management. I believe almost every Realtor® needs someone to take care of their leads. So many times I hear them say, “I don’t have time to respond to all the emails.” Well, someone needs to respond immediately and to follow-up; they also need to be sure that the leads and their contact info along with their particular property requirements are recorded in a database somewhere. This allows the agent to correspond easily with them and see at a glance what has been done toward servicing their needs. A primary goal is to develop a steady flow of leads with which to work.

MI: Lead management is such a critical part of the business for Realtors® as there is such competition for quick response to potential clients these days. Can you give us an idea of your strategy in implementing this for your clients?

JD: I spend most of my time checking for new leads and responding to them immediately with either particular information they have asked for, or an offer of our services. We always thank them for visiting our website. I immediately add them to our database (just started using Top Producer) and also add them to a list to receive our newsletters.

MI: How do you feel about the technology available today and how it is enhancing the process of lead management?

JD: Technology is the game in real estate today. With Palms and laptops, PC-to-PC communication, transaction software, contact management software and so on, there are so many helpful programs. The one thing that has helped me most is the ability to enter the buyer’s requirements into the MLS system and have new listings emailed to the lead as they come on the market. Many MLS programs allow the lead to sign himself up for this service but I find they usually do not refine or narrow their search enough to get good quality property information emailed to them. We like to talk with them or email them to get really specific needs or wants in a property before setting them up.

MI: It’s obvious that you are enthusiastic about providing real estate support for your clients. What aspects of this business keep your interest high?

JD: I guess my motto should be “Making Realtors® Rich Is My Niche.” When I do something that benefits my Realtor® such as generating good leads that boost his income or eliminate his stress, corny as it sounds, I feel I am doing a good job and his success is mine. When he mentions a need like obtaining more listings (and who doesn’t) or more first time buyers, I go to the Internet and research services out there that can help to find these tools. I communicate with my on line group of Virtual Assistants and Realtors® and their input and advice is always helpful. Sharing information is important to me. As an example: When my daughter entered real estate she constantly asked me questions. I thought, “There should be a book for real estate beginner salespeople” so I wrote one. “The Beginner’s Bible Real Estate” covers the basics of setting up a real estate business, and what you have to do to be successful. I find that VA’s like to read it to find out what their Realtor® clients need to know. Using and sharing my knowledge is exciting.

MI: Johnnie, thanks for taking the time to share with us. You’ve offered us much to think about!

JD: Thank you so much for having me. I would like to say to anyone aspiring to become a real estate assistant or virtual assistant - just go for it! It is profitable, personally rewarding and there is currently a real need with the “hot” real estate market we have. Realtors® are searching for someone to market their listings, market themselves, manage their closings and manage all the leads that they generate. Today’s leads are tomorrow’s closed transactions.

To learn more about Johnnie and her services just send her an email at thegirlfriday@aol.com, or call her at 318-395-9517.

Always remember to do a thorough due-diligence before hiring any kind of assistant. This interview is part of an ongoing series of VA profiles designed to help you find the perfect VA or VA team to help you get organized, profitable, and in control of your business.