Lead Pipeline & Database Coordinator

Employer based in · Remote

Hiring talent from: all countries

Lead Pipeline & Database Coordinator (VA1) Lead Pipeline — Inbound • Respond to every inbound lead fast — by text, email, or phone depending on the contact • Before or during the first response, do light research: who are they, what property, any prior communication in FUB • Qualify interest and book a call with Michael; log everything in the CRM immediately • Follow up persistently until the lead books a call or is moved to a nurture sequence • Replies from listing leads are the highest priority item in any given day — they are flagged immediately and never sit Lead Pipeline — Outbound • Pull daily outreach lists from Follow Up Boss CRM: leads overdue for follow-up, contacts who indicated past interest in selling, anyone whose scheduled follow-up date has arrived • Send personalized outbound texts — not copied scripts, but messages edited for context and adjusted to the individual • Monitor replies throughout the day; carry conversations forward and book calls when interest is confirmed • For contacts who cannot be texted, pick up the phone AI-Assisted Follow-Up Emails • Generate personalized follow-up emails using Claude or ChatGPT as a starting point • Before sending, review the full communication history with that contact so the message is relevant and specific, not generic • Send daily; this consistently produces replies from dormant leads Email Triage — Michael's Inbox • Archive agent blast emails, open house announcements, junk, and spam • Move Perchwell and Asana emails to their labels • Flag personal items requiring Michael's attention; surface urgent items immediately • Replies from listing leads are flagged as highest priority — category AA — and never left unactioned Mailer List Review • Cross-reference our direct mail lists against Perchwell to identify active listings and recent sales before mail goes out • Verify owner matches when unit numbers differ between our list and Perchwell data — this requires careful, methodical review • Time allocated to this task varies by day; remaining time goes to outreach CRM & Database Hygiene • Maintain clean, accurate records in Follow Up Boss at all times • Update tags, stages, and notes after every interaction • Remove DNC contacts, bad data, and unsubscribes promptly when flagged • Run ongoing database projects as assigned (owner list builds, zip code research, Sold Master updates) Calendar & Call Prep • Prepare a brief before every appointment Michael has: who the person is, the property, past communication history, and relevant FUB notes • Send appointment reminders the day before and morning of • Notify contacts immediately if Michael is running late End of Day Report • Submitted to Jean by 5:30 PM EST, every day • Non-negotiable. Includes: outreach completed, inbound leads handled, calls booked, mailer progress, any blockers, and anything requiring Michael's attention • Consistency here is a core expectation of the role Who Succeeds in This Role • Natural organizer rather than a natural conversationalist • Detail-oriented above all else • Master of the database • Consistent without being reminded • Strong written communicator • Fast and responsive • Confident multitasker • Honest and proactive Tools You Will Use Daily • Follow Up Boss • Google Suite — Gmail, Calendar, Sheets, Drive • Asana • StreetEasy, Perchwell, Realtyhop, ACRIS, OLR • Claude / ChatGPT • BetterVoice or similar • Slack / Google Meet / Zoom Requirements • 1+ year VA experience required; real estate or ISA/appointment-setting experience strongly preferred • Quiet, dedicated workspace with fast, reliable internet — 9:00 AM to 6:00 PM EST • Noise-canceling headset • Backup computer and backup internet connection • NBI Clearance Application Questions • What are you genuinely best at? What tasks come most naturally to you? • What bores you or drains your energy at work? • A lead texts in at 9:45 AM while you are midway through the mailer list review. Walk us through exactly what you do from the moment you see it. • You find a contact in Follow Up Boss who said "reach out in six months" — that was eight months ago and nobody followed up. What do you do? • Some roles reward being outgoing and conversational. This one rewards being meticulous and consistent. Which describes you better? Give us a specific example from past work that shows it. • Tell us about a time you caught something important that was about to fall through the cracks. What happened and what did you do? • How do you manage many open tasks and conversations across a workday without losing track of any of them? • Describe your experience with CRM tools — which ones, how deeply, and what you specifically used them for. • Do you consider yourself a good fit for this role? If not, what role would suit you better? • Where will you be working from? Please provide: laptop/desktop specs, internet speed test screenshot, backup device and backup internet details, and NBI Clearance. • Please include your resume, cover letter, and DISC profile. Grammar, typing, or logic test results are a plus. Schedule & Compensation • Schedule: Monday–Friday, 9:00 AM–6:00 PM EST • Work Setup: Remote • Compensation: $700/month + $700 year-end bonus Note: Please check if any of the candidates have an audio clip from their previous calling experience. To be replaced: Ma. Lara Isabelle Caiso Schedule notes: Monday, October 5th at 10:30 AM EST (9:30 AM CST)