An ISA is judged on the conversations that turn into appointments. Before candidates reach you, we look at how they sound on the phone, follow a script, and log what happened.
Can they work a call and text sequence every day, follow up on schedule, and keep a lead list moving without daily direction?
Follow Up Boss, kvCORE (BoldTrail), Lofty, GoHighLevel, Sierra, and the dialer or texting tool connected to them. Learning your CRM setup matters most.
A friendly, confident phone voice that sounds like your team, and notes clear enough that an agent can pick up the conversation.
They qualify, book, and transfer. They do not give licensed advice, show homes, or negotiate, and they follow your broker's calling rules.
You set the priorities, the working hours, and the access. We handle recruiting, vetting, and the employment side, so one dedicated assistant can own the work from the first week.
You decide which questions qualify a lead, which agent gets which appointment, how long nurture runs, and what your ISA may say. Your broker sets the calling and texting rules, and your ISA works inside them.
The same person calls your Zillow, Realtor.com, website, and open house leads, works your old database, and learns your agents and your script well enough to sound like part of the team.
Stellar Staff screens for a confident phone manner, consistent follow-up, and accurate CRM notes, then manages payroll, HR, and support after the placement. The search takes 5 to 10 business days.
ISA work usually breaks down at the handoff to the agent. Agreeing on what counts as a qualified lead, what the ISA can say, how often each lead is contacted, and when a lead goes straight to an agent keeps good leads from slipping through.
Each lead goes through your follow-up sequence and is qualified using your script, then booked, transferred, added to ongoing follow-up, or closed out with a documented reason.
Calling, texting, qualifying, booking, and updating the CRM go ahead without asking. Pricing questions, contract terms, and anything that needs a license go to an agent.
New leads are contacted as they arrive during your hours, nurture tasks are cleared every day, and a weekly report shows contacts, booked appointments, and leads moved to nurture.
Leads who want to talk to an agent now, upset callers, and questions about a specific property or contract go to the agent on duty with notes attached.
During the first month, your ISA learns your script, CRM, and lead sources, takes over calls and texts to new leads, and establishes a weekly follow-up routine for older leads.
Your script, your CRM setup, your lead sources and routing rules, and the calling and texting rules your broker has set.
Your ISA handles calls and texts to new leads, so follow-up stays consistent even when your agents are busy.
Nurture cadences and database reactivation run every week, and agents receive booked appointments with notes instead of raw leads.
Leads come in from Zillow, Realtor.com, your website, and open house sign-ins. Your ISA calls and texts each one during the hours you set and keeps working your sequence until the lead answers, instead of stopping after one voicemail. Your virtual ISA works exclusively on your leads, in your CRM, under your broker's rules.
Your ISA asks the questions in your script, which usually cover timeline, financing status, and motivation: whether a buyer has talked to a lender, whether a seller needs to sell before buying, and what is behind the move. The answers go into the same CRM fields every time, so agents can read the record before they call.
Once a lead is ready, your ISA books the buyer consultation or listing appointment on the right agent's calendar, using your routing rules for area, price range, or rotation. Confirmations and reminders go out by text, and missed appointments get a call to rebook. When an agent is free, the ISA can make a warm transfer to that agent instead.
Many online leads are months away from a move. Your ISA runs the follow-up cadences in your CRM, whether that is Follow Up Boss, kvCORE (BoldTrail), Lofty, GoHighLevel, or Sierra, with calls, texts, and emails that keep your team in touch until the lead is ready.
Your CRM probably holds years of leads nobody has called since the first week. Your ISA works through that list in batches, confirms who is still in the market, updates or closes out dead records, and books any appointments that result. Past clients get scheduled check-in calls, so they hear from your team between transactions.
Every attempt and outcome goes on the lead's record with a short note on what was said and what happens next. Agents see the full history before they call, and you can use the notes to coach your ISA. A weekly summary shows how many leads were contacted, qualified, booked, and moved to nurture.
Outbound calls and texts must follow the TCPA, the National Do Not Call Registry, and state rules. Your broker sets the compliance rules and the lists, and your ISA follows them, including every opt-out request. The ISA does not give licensed advice, show homes, or negotiate. Those conversations go to a licensed agent. This is general information, not legal advice. Our guide to real estate cold calling services covers the Do Not Call rules.
A real estate ISA converts the leads you already have. Finding new contacts is the job of a lead generation virtual assistant, and contract-to-close paperwork belongs with a transaction coordinator, as our overview of what real estate virtual assistants do explains. Many real estate ISA services share callers across several brokerages. With Stellar Staff, you get one dedicated ISA who knows your agents and your market. Other real estate roles are covered on our real estate virtual assistants page.
The difference is not more dials. It is whether every lead gets real follow-up, and whether your agents spend their day with people who are ready to meet.
