CRM Manager

Real Estate CRM Software Manager Assistant

CRM Virtual Assistant for Real Estate Brokerages & Teams

🏠 >> Virtual Assistants >> Brokerage >> CRM Software Manager


The goal of a CRM Software Manager is similar to any low-level CRM Data Entry Virtual Assistant, except their responsibilities are of greater importance and a wider variety.

A Customer Relations Manager is a Virtual Assistant who’s entire focus will be on making sure your real estate CRM for your brokerage or team stays completely updated across the board.

Their main focus will be checking in on each team member’s recent:

  • contacts,
  • notes,
  • tags, and
  • tasks…

…in order to make sure everyone is recording their information correctly and managing their leads according to the outline procedures that you’ve created.

Your CRM Manager Assistant will go deep into your CRM:

  • checking every last detail,
  • following a detailed, step-by-step Standard Operating Procedure,
  • keeping your team members accountable,
  • and making sure everything stays systematic, clean, and up-to-date.

How It Works:

The most important part of a CRM Manager Virtual Assistant is defining their role specifically.

This is done by creating at least one to three detailed, step-by-step Standard Operating Procedures that will outline the goals of the CRM Manager’s position.

It will include every step of every workflow that the CRM Manager is responsible for, including:

  • when they need to be doing it,
  • how often they need to handle each task, and
  • how they can be checking up on not only the main admin CRM account but all the individual agents and salespersons that are also using the software.

This way you can have an easy, at-a-glance way to look into your CRM and check how everyone’s doing:

Who’s falling short? What areas need improvement? What areas are working the best?

This is also a really valuable setup process because it will help make sure you’re not only tracking superficial details in the CRM…

…but you’re actually using all of its tracking and reporting details to their full extent.

This will ensure that you’re tracking what is going on, on a day-to-day basis with tasks and appointments.

While ALSO tracking what is going on from a bigger picture perspective:

  • What leads are converting the best?
  • What advertising and lead sources are the most valuable?
  • And where should you be moving money around to improve the Return On Investment for your ad dollars?


The pros of hiring a CRM Manager Virtual Assistant are multiple.

The most important of the pros is that your Virtual Assistant is fully trained in setting up all of the systems and processes. 

Now you can rest assured that your CRM is being used to its full capacity and staying with all up-to-date information across the board for all user accounts.

Another hidden benefit of a CRM Manager Virtual Assistant is that now you’ll have a better idea of where you’re generating the greatest ROI…

…and also what marketing and advertising methods might not be working out the best.

This applies just as much to your agents as well.

They’ll serve as monitors, watching out for:

  • What agents are sticking to their tasks,
  • Who’s on top of their follow-up activities,
  • Which of them are getting the best closing percentage on the leads you’re providing them,
  • and what agents might be under-performing (including why they’re missing out on leads).

This will help you easily discover what tactics or strategies could they could be missing out on (without you doing extensive investigation).

After finding these in the CRM and using them as coaching or teaching moments, you can…

  1. improve those lower-performing agents’ overall performances, or
  2. realize who needs to get cut from the team.


The biggest cons of your CRM Manager Virtual Assistant’s role are:

  • having to get it set up and,
  • defining it clearly enough that you’re going to get the greatest value out of their work hours.

The good news is that this is the type of task that can be completely handled by an Overseas Virtual Assistant,

So you’re never going to spend too much per hour to have them working.

The bad news is the larger your team gets, the more work this task can keep creating.

You just need to make sure you’re clear on:

  • how systematically and efficiently your Virtual Assistant is managing their role, and
  • where the areas of the greatest importance that your CRM Manager needs to stay focused on are.

As your team approaches 10, 20, or even 50 – 100+ agents, you’re going to potentially start needing more than one full-time Virtual Assistant just to keep up with everything.

The setup activities are to monitor your CRM Manager’s role for at least the first 3 – 6 months…continuously adjusting their workload until you find that sweet spot.

This sweet spot is a combination of:

  • where you’re getting the greatest bang for your buck by having a manager,
  • keeping all the important details up to date,
  • but also not wasting a ton of their time doing admin duties that could otherwise be automated using the software tools themselves.

If you can figure out the optimal, most profitable levels for those activities, you’ll know how many hours to assign your VA.

Work Estimate:

Depending on how complex of a workload you want to give to your CRM Manager, it’s going to take them anywhere from 10 – 20 work hours per agent per month.

That’s for programs that keep everything fully up-to-date with all the information well-managed and centralized.

That means per agent, a CRM Manager Virtual Assistant might spend anywhere from 30 minutes – to 1 hour per workday:

  • keeping everything up to date,
  • checking in on tasks and appointments,
  • making sure everyone is following along and doing what they’re supposed to do,
  • and finally, make sure that everything is getting reported in the CRM according to your Standard Operating Procedures.