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CASE STUDY
Assessing the cost value dynamics of hiring a
Transaction Coordinator VA for Realtors

Introduction

In recent years, virtual assistants (VAs) have grown popular in various industries, providing businesses with cost-effective,
efficient, andhigh- quality support.

The real estate industry has not been left behind, with many realtors seeking the services of a
Transaction Coordinator Virtual Assistant (TCVA) to streamline their operations.

This case study evaluates the cost versus value of hiring a TCVA for realtors.

Background

In the dynamic, fast-paced world of real estate, realtors are often stretched thin between various roles—negotiating deals, showing properties, liaising with clients, and handling documentation.

As the volume of transactions increases, so does the complexity and time required to handle them. This is where the role of a TCVA becomes crucial.
challenges

Research

Our research followed the experiences of XYZ Realtors, a medium-sized real estate firm that recently hired a TCVA.
Prior to the addition of a VA, XYZ Realtors had three full-time, on-site transaction coordinators.
The increasing volume of transactions, however, was causing delays, inaccuracies, and elevated stress levels among the staff.

The decision to outsource

To alleviate this, XYZ Realtors hired a TCVA. The assistant was responsible for managing paperwork, communicating with buyers and sellers, arranging for inspections and appraisals, and ensuring compliance with legal requirements. The TCVA was also tasked with coordinating between the various parties involved in each transaction.

RESULTS

The decision to hire a Transaction Coordinator VA yielded positive results for XYZ Realtors:

Findings

  • The cost of hiring the TCVA was approximately 60% of the cost of an on- site, full-time transaction coordinator, considering the elimination of office space, benefits, and training costs. The VA was also able to work flexibly, offering 24/7 support due to the difference in time zones.

  • In terms of value, XYZ Realtors reported improved efficiency and reduced turnaround times. They recorded a 35% decrease in document processing times and a 25% reduction in errors, thanks to the TCVA’s specialized expertise.

  • Moreover, the firm’s realtors were able to focus on their core duties, resulting in improved customer relations and increased sales. The company noted a 15% increase in sales within six months of hiring the TCVA.

  • Additionally, the use of a TCVA provided scalability for the firm. During periods of high transaction volume, the VA could work extra hours without the company incurring overtime costs.

  • Conversely, during slower periods, the company could scale back without the guilt or financial implications of laying off an employee.

CONCLUSION

The results from XYZ Realtors affirm that hiring a Transaction Coordinator Virtual Assistant offers both cost savings and value addition for realtors.

By allowing the firm to streamline its operations, reduce costs, and improve service delivery, the TCVA enabled the company to focus on its primary task: closing sales. While this case study provides a snapshot of one company ‘ s experience, it presents compelling reasons for other realtors to consider hiring a TCVA.

The cost versus value proposition is in favor of the latter, and realtors looking to optimize their operations might find great value in adopting this growing trend. It is, however, critical to conduct a thorough assessment before making such a decision, as individual firm ‘ s needs may vary.

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4519 N Franklin Road, Indianapolis, IN 46226

Wena Satterthwaite

Wena was a licensed real estate broker and very successful in managing agents for real estate developers in the Philippines before she moved to the US almost a decade ago. She expanded her experience when she joined her husband, Jon, in managing their rental properties and marketing their locally-based home inspection company. 

She likes helping people achieve both their business pursuits and personal dreams. It gives her a sense of fulfillment and contentment knowing that she has helped change a chapter in their lives.

A grandma who spoils her growing number of grandkids, she is also a doting dog-mama to Batman. Her husband and family love her Filipino food while learning about her home country’s culture. Mano po!

Crystal Satterthwaite

Crystal started her career in accounting as the Accounts Receivables/Payables in-charge with a telecommunications company over a decade ago. Right after she married her husband, Jason, she became the financial controller of their family-owned home inspection company in Indianapolis. 

A mom of 2 beautiful girls, Crystal loves the outdoors and going on camping trips with the family is always a must during summer time. She is also known to volunteer every time her children participate in their school plays and field trips. 

Apart from enjoying her family time, she has been actively helping her older sisters in their home improvement projects since she was 15 years old.


Jack Huerta

In 2014, Jack commenced his career as a remote worker and has since excelled as a virtual assistant in real estate, as well as an agent recruiter, trainer, and manager.

With nearly a decade of experience in the field, he has consistently demonstrated his prowess and dedication. Jack’s journey has been marked by successful ventures across various sectors, notably in real estate, recruitment, sales, and investments. 

His dynamic professional demeanor, complemented by a diverse skill set, underscores his unwavering commitment to achieving excellence in every endeavor.

Outside of his professional pursuits, Jack derives satisfaction from simple pleasures such as reading, meditation, and maintaining an active lifestyle at the gym.

Jai Tadeo

Jai’s 13-year expertise spans project management and marketing. Her LEAN Six Sigma Certification underscores her commitment to operational excellence. Over the years, Jai has been instrumental in building and nurturing teams across diverse industries including digital marketing, travel, e-commerce, and IT. Outside work, Jai is a passionate animal lover, sharing her home with six cats and two dogs. Road trips with her husband are her favorite getaways, and she has a soft spot for buffet breakfasts. Jai seamlessly integrates her passion and professionalism, making her an invaluable asset to the AllCloud VA team.

Mike Vallar

Mike fell in love with computers at an early age. Using the iconic Apple II, he developed his first game using the Basic Language.

His passion for computers was further piqued when the Internet arrived at the scene. He was one of the first proponents of LAN-based Internet for offices, using just a dial-up modem.

Today, Mike enjoys his work as a Full Stack Developer, specializing in Wordpress.

He is also an avid chess player, competing in tournaments and playing games daily with his international friends.

In his spare time, Mike likes to sing Don Moen songs while accompanying himself on the piano 

Diana Rose Cabillo

In 2014, Diana embarked on her sales and marketing journey, thriving in
the field for over a decade. 

Venturing into freelancing in 2018, she successfully navigated through diverse industries, excelling in real estate, digital marketing, and dental healthcare.  

Diana’s dynamic professional approach, coupled with a versatile skill set, reflects her commitment to driving success in every project.

Beyond work, she finds joy in simple pleasures like reading, Freediving,
and staying active in the gym. As a proud Furmom, she expanded her skill
set in 2021 by diving into crafting and sewing, transforming it into a
meaningful and enjoyable hobby.

Jon Satterthwaite

Jon became a REALTOR in 1979 and purchased his first rental property in 1980 and has become a real estate investor ever since. In the 80s, The rent to own term was used solely for furniture rental business. Before 2000, flips were only something you do with pancakes. Jon navigated the real estate investment world using these techniques before these phrases were coined. In 2006 he started AllCheck Inspections with his son, Jason and opened a school for would-be licensed home inspectors a year after. 

Finally, Jon’s real estate experience and his relationship with realtors over the years inspired him to think of ways to help them increase their business. Time seems to be their most depleted source in building up a solid foundation  in their professional practice and growing their network of clients and adding members of their teams. Hence, Jon’s main goal is GIVE THEIR TIME BACK.

Married to a Filipina himself, he is a proud “Grammpa” to his 4 grandkids who still don’t mind hanging out with him as they are growing so fast! 


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