Rozlina Kombe
Real Estate Operation Virtual Assistant
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Created and configured a professional Calendly booking system for a Real Estate Operations Virtual Assistant to make client scheduling simple, organised, and accessible across time zones.
The booking page allows prospective real estate clients to select an available date and time for a 30-minute discovery call, with automatic scheduling and web-conferencing details provided upon confirmation.
Key tasks:
Created and configured a Calendly discovery call
Set a 30-minute appointment duration.
Defined availability for client bookings
Configured time-zone settings for international clients
Added professional meeting and service information
Streamlined the booking process to reduce back-and-forth scheduling
Tool: Calendly
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9
CRM & Pipeline Management
Built and organised a real estate CRM system to help an agent track leads, manage pipeline activity and maintain consistent follow-up throughout the sales process.
I created a 9-stage lead pipeline in HubSpot and added 15 sample leads, capturing key information such as property interest, budget, and lead source. I also designed a follow-up workflow to help prevent inactive leads from being overlooked.
Key tasks:
Built and structured a 9-stage real estate sales pipeline
Added and organised lead records in HubSpot
Tracked property interests, budgets, and lead sources
Monitored lead progress through each pipeline stage
Created follow-up tasks for inactive leads
Set up an escalation reminder workflow for leads requiring additional attention.
Tools: HubSpot
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16
Calendar & Schedule Management
Organised a real estate agent’s weekly calendar to create a structured schedule for client meetings, property showings, vendor coordination, and administrative tasks.
I created a practical weekly schedule that balanced appointments with dedicated admin time and buffer periods, helping reduce scheduling conflicts and keep daily activities organised.
Key tasks:
Scheduled and organised property showings
Coordinated client calls and appointments
Planned vendor coordination and follow-up activities
Allocated dedicated time for administrative tasks
Added buffer periods between appointments
Structured the calendar to minimise scheduling conflicts
Tools: Google Calendar
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22
Email Inbox Management
Organised and streamlined a real estate agent’s inbox to improve communication, lead response, and daily workflow.
I created a structured labelling system to categorise incoming messages into New Leads, Showings, Transactions, Client Updates, Seller Communication, and Vendors. I also prioritised emails based on urgency and action required, making it easier to identify follow-ups and respond efficiently.
Key tasks:
Organised and categorised incoming emails
Created a clear labelling and filing system
Prioritised urgent client and lead communications
Identified follow-up actions and pending responses
Improved inbox visibility and day-to-day email workflow
Tools: Gmail
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28