Xorix can provide essential back-office services designed to specifically assist both Sales and Rental divisions of any agency.

Our real estate virtual assistants (VA for short) will help accelerate many existing functions within your operations, streamline processes, increase productivity, customer service experiences and add new business growth activities. Most agency engage us for business growth activities, rather than cost reduction.

However, for those looking to offset the rising costs of the monopolised property search engine industry, Xorix is a great place to significantly reduce labour costs and replenish profit margins.

Without doubt, early adopters who effectively outsource parts of their operations within the real estate industry ultimately secure a strong competitive advantage. The benefits are significant.

Why Xorix?

Xorix offers a strong recruitment process and a simple cost structure to deliver first class candidates to join your business. We take care of all the local human resource requirements, security, health checks, induction, initial training, ongoing management and provide a modern office environment to work in.

We are a multi-national company that has over 12 years of experience in the real estate industry. We know first-hand how fast the industry operates and the very high standards that are expected of its professionals in order to achieve success. We ensure all our real estate virtual assistants trade to the same standards.

Your dedicated real estate virtual assistant is supported by our in-house IT division who ensures network stability is reliable and our client’s data is safe and secure. Our IT infrastructure is always kept up to date and is guarded by heavy firewalls and back up processes.

Communicating with your VA is easy. Our clients simply choose what platform you prefer to use and your VA will use the same. Typically, email, skype, messenger or a content management systems you currently use can form the foundation of communications. Your VA can also receive and place calls, be available for video conference – basically anything that you require to operate your business as usual.

Your VA is dedicated to you – 100%. Although they are not physically placed in your office, they should be treated as if they are working right alongside your local team. They will follow your instructions, policies, procedures, attend team meeting via conference and work the same office hours as you do, including matching your public holidays.

There are many ways we can help real estate agencies grow their business, but you must be willing to embrace change to truly benefit from a global workflow model.

Sales Support

Sales Process Support

  • Manage sales transaction workflow from end-to-end, following strict procedures such as responding to sales enquiries, set up initial meetings and issue agency contracts
  • Manage new listing checklists to get everything underway
  • Book real estate media, liaise with vendors and tenants to assure access to the property and upload the relevant media to various portals
  • Update all CMS platforms as required. New listings, changes to listings and more
  • Data entry of new listings, contacts and more

Communication Support

  • We will show you how to integrate phone support via an escalation process to better manage in and outbound calls
  • We will show you how to have your local team working seamlessly with your VA via cloud-based email platforms and a documented escalation process
  • Calendars support via setting up appointments with sellers, buyers, trades, brokers, legal and more


  • Research property details, comparable sales and more
  • Research community developments, changes, improvements and more
  • Assistance with preparing market appraisals
  • Manage client feedback forms and prepare weekly reports for agents

Marketing Support

  • Website maintenance as required, update agent profiles and more
  • Social Media content production to maintain activity rates
  • Competitor tracking and preparation of monthly activity reports
  • Track technology trends and prepare monthly activity reports


  • Manage any personal requirements, online shopping, deliveries
  • Assisting clients moving in and out of property such as preparation of quotes
  • Travel, accommodation, car hire, flights and restaurant bookings

Property Management Support

Property Management Process Support

  • Issue agency agreements
  • Arrange property media, liaise with media companies, vendors
  • Setup new property listings on various platforms
  • Review applications and provide shortlist to the property manager
  • Prepare lease agreements
  • Request water efficiency reading from landlord
  • Organise tradesman to go out to a property for maintenance and testing
  • Advise strata on new tenant details
  • Schedule routine inspections
  • Schedule outgoing inspections
  • Arrange for pool maintenance if required

Communication Support

  • Respond to new landlord enquiries and setup a time for property managers to connect
  • Respond to emails on behalf of property managers via an escalation process
  • Confirm tenants on their successful application and arrange for bond payment
  • Advise landlords of expiring pool compliance certifications
  • Advise tenants lease expiry and assist with the vacating process

Accounting Support

  • Setup bonds online
  • Release bond at the end of lease
  • Reminder emails and call to tenants if in arrears
  • Assist in arrears collection via a documented process
  • Pay and file utility bills

Maintenance Support

  • Respond to maintenance requests
  • Track progress of repairs
  • Pay trades people upon completion via local third party authorisation (client provides final approval prior to funds being transferred)

Marketing Support

  • Website maintenance as required, update agent profiles and more
  • Social Media content production to maintain activity rates
  • Competitor tracking and preparation of monthly activity reports
  • Track technology trends and prepare monthly activity reports


  • File applications, file signed lease agreements, bond certificates, inspections reports and all other relevant communication by property via the cloud
  • Support property manager in all general aspects as they see fit

Admin Support

  • Order new business cards
  • Upon instruction, activate recruitment advertising and manage applications
  • General data entry

Executive Assistant Support

  • Manage general emails
  • Setup meetings
  • Arrange travel bookings

As you can see there are plenty of benefits a Real Estate Virtual Assistant can help your business to operate better, faster and more efficiently. The list of functions listed above have been developed overtime from our real estate clients. Not all functions may suit your business, however given time you will discover a tailored solution for your business that will no doubt provide a competitive edge well into the future.

Reach out to us today to start the conversation.

Start calculating the power of outsourcing today

Simply assign the hours you need for your virtual assistant and provide a task list,
then experience accelerated productivity at a cost you wouldn't have imagined.

Please Note: The minimum hours of support per skill-set is 20 hours per month. This calculator is an estimation tool only. Costs may vary depending on your specific requirements.

Outsourcing Estimator

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