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

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

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.

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

General

  • 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

Concierge

  • 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, clients
  • 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
  • Handle enquiry for vacant properties & arrange inspections

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
  • Conduct daily receipting & trust account reconciliation
  • Enter creditor invoices for payment

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

General

  • 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