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The Real Estate VA Glossary

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Plain-English definitions of the terms a virtual assistant needs to know on day one of working with a US real estate team. No jargon, no fluff — written by people who place real estate VAs every week.

Roles

Real Estate VA Roles

The four roles that cover ~90% of what a real estate team hires a VA to do. Understanding the role first makes the rest of this glossary make sense.

Real Estate Virtual Assistant
A remote contractor (typically based in the Philippines) who handles back-office, transaction, and lead-management work for a US real estate team.
Transaction Coordinator (TC)
The person who manages a real estate file from contract to close — chasing signatures, deadlines, disclosures, and the title company.
Inside Sales Agent (ISA)
The person who calls, texts, and qualifies inbound leads before handing the appointment-ready ones to a licensed agent.
Listing Coordinator
The person who runs a new listing from signed agreement to live-on-MLS — paperwork, photography scheduling, MLS entry, marketing assets.
Transaction

Transaction Terms

The vocabulary of moving a real estate deal from offer to closing. If your VA is going to do contract-to-close work, these are non-optional.

Earnest Money Deposit (EMD)
The good-faith money a buyer puts down at contract signing — typically 1–3% of purchase price — held in escrow until closing.
MLS (Multiple Listing Service)
The regional database where real estate brokers list properties for sale and share commission with cooperating agents.
More transaction terms coming — CMA, DOM, pre-approval, closing disclosure, title commitment, and disclosure docs.
Process

Process Terms

The named stretches of work that map to specific VA responsibilities and KPIs.

Contract to Close
The 30–45 day stretch between an accepted offer and the closing table — the part of a deal where most things go wrong if left unmanaged.
More process terms coming — lead nurture, drip campaign, listing launch, weekly pipeline review, and SOP.
Tools

Tools & Platforms

The CRMs, dialers, and platforms a real estate VA needs to know on day one (or learn fast).

Follow Up Boss (FUB)
A real-estate-specific CRM popular with US teams for lead tracking, automated drip campaigns, and ISA workflows.
More tools coming — KvCORE, BoomTown, Sierra Interactive, Lofty, Real Geeks, and Wise Agent.

Want a VA who already knows all of this?

Every PHVA Academy graduate has working fluency in the terms above — from EMD timelines to MLS entry workflows to Follow Up Boss automations. You skip the explanation phase and go straight to delegation.

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