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Compass Task List

Key responsibilities Compass agents can delegate to their remote team member, so you can focus on listings, clients, and closing deals.

  • Merging and removing duplicates within your CRM Platform

  • Updating CRM with information from social media platforms (birthdays, familial status, anniversaries, etc.)

  • Organizing, grouping, and updating contacts

  • Email organization: unsubscribing, creating filters, labels, and saving contacts from email into your CRM

  • Gathering client reviews with a pre-approved template

  • Exporting contacts into a spreadsheet to identify information gaps

  • Reviewing tagging and grouping conventions

  • Organizing files in Dropbox or Google Drive (create folders and upload files)

  • Documenting Standard Operating Procedures (SOPs) for all business processes

  • Ensuring all past clients are on action plans or drip campaigns

  • Creating CMAs for new and past clients

  • Inputting home anniversary dates

  • Uploading farming spreadsheets provided by your title company to the CRM and ensuring they are tagged appropriately for targeted newsletters

  • Property management coordination

  • Taking minutes for your meetings

  • Managing your vendor list (painters, roofers, plumbers, mortgage lenders, etc.)

  • Making travel arrangements (booking hotels and flights)

  • Managing personal life and personal errands (purchasing gifts for loved ones/family members online), managing and organizing online files (Google Drive, Dropbox, etc.)

  • Schedule management (appointments, showings, inspections, tours, open houses, calls)

  • Inputting notes from broker tours into your database

  • Managing projects utilizing Asana, Trello, Monday.com, and other project management apps

  • Storing and organizing receipts for tax write-offs

  • Validating proof of ownership through county appraiser records or tax records

  • Inputting listings into MLS

  • Setting up MLS notifications for when a user favorites a property

  • Scheduling inspections and other service providers

  • Tracking feedback from showings

  • Building a tracker to monitor all lockbox codes

  • Listing appointment packet creation

  • Sending appointment notes/gifts/thank-you cards

  • Assembling buyer consultation materials (buyer questionnaires, market pamphlets of the neighborhood)

  • Daily appointment confirmations/appointment reminders for buyers

  • Creating an open house event and open house sign-in form with a QR code

  • Emailing weekly seller updates

Real Estate Admin

Task List

CRM & Database Management

  • Merge duplicate contacts and maintain data accuracy in the CRM

  • Update contact records with relevant details (birthdays, anniversaries, family information, etc.)

  • Organize and tag contacts for proper segmentation

  • Review and standardize tagging and grouping conventions

  • Export contacts to spreadsheets to identify and fill information gaps

  • Upload and tag farming lists for targeted campaigns

  • Ensure all past clients are enrolled in appropriate action plans or drip campaigns

  • Input home anniversary dates

  • Add broker tour notes and other contact updates to the CRM

  • Segment database into Past Clients, Likely to Sell, and Active Pipeline lists

  • Integrate FollowUp Boss with Zillow leads and update weekly (~1–2 hrs/week)

  • Maintain lender info, personal notes (kids, pets, hobbies, allergies) per contact

  • Track transaction addresses in FollowUp Boss and Google Contacts


Email Management

  • Organize inbox (unsubscribe from unwanted emails, create filters and labels)

  • Add new contacts from email to the CRM


Marketing & Client Engagement

  • Gather client reviews using pre-approved templates

  • Create CMAs for new and past clients

  • Send weekly seller updates

  • Send appointment notes, gifts, and thank-you cards

  • Assemble buyer consultation materials (questionnaires, market guides, neighborhood info)

  • Create open house events and QR code sign-in forms


Transaction & Listing Support

  • Input listings into MLS

  • Set up MLS notifications (e.g., when a property is favorited)

  • Schedule inspections and service providers

  • Track showing feedback

  • Create listing appointment packets

  • Confirm buyer appointments and send reminders

  • Prepare CMA reports and Market Snapshot materials for Likely to Sell contacts

  • Create Just Listed / Coming Soon flyers and listing marketing materials

  • Coordinate with WorkVivo for open house hosts and referral tracking


Operations & Administrative Support

  • Manage calendar (appointments, showings, inspections, tours, calls, open houses)

  • Take meeting minutes

  • Coordinate property management tasks

  • Manage vendor list (painters, roofers, plumbers, lenders, etc.)

  • Validate proof of ownership via county or tax records

  • Track lockbox codes

  • Store and organize receipts for tax purposes

  • Organize and maintain digital files (Google Drive, Dropbox)

  • Document Standard Operating Procedures (SOPs)

  • Manage projects in Asana, Trello, Monday.com, etc.

  • Set weekly team training agendas and prepare pre-training materials/videos

  • Send Monday morning motivation or instructional videos to the team

  • Standardize internal workflows for communication, task tracking, and accountability


Personal & Travel Support

  • Book travel (flights, hotels)

  • Manage personal errands (e.g., purchasing gifts, organizing personal files)

Real Estate Marketing

Task List

Social Media Strategy & Growth

  • Prepare a monthly content calendar for the upcoming month, including social media, newsletters, events, print/farming campaigns, and blog content

  • Grow organic following through engagement (liking, commenting, interacting with posts)

  • Follow contacts on Instagram and join relevant Facebook groups

  • Expand sphere of influence through targeted online communities

  • Research and implement relevant hashtags (niche to broad)

  • Direct message new followers using approved templates

  • Survey followers to understand preferred content

  • Repost content to Instagram Stories and pin high-priority posts (Just Listed, Just Sold, Open Houses)

  • Create and organize Instagram Stories into Highlights (Listings, Client Stories, Community, Personal Brand)

  • Post consistently 2–5 times per week on Instagram, Facebook, LinkedIn, and YouTube Shorts

  • Like and comment authentically on followers' posts to boost reach and visibility


Content Creation & Distribution

  • Create content (posts, stories, captions, infographics, guides, newsletters, videos)

  • Write blog posts and integrate with social media video content 

  • Repurpose newsletters into social posts and blog content

  • Prepare slideshows (PowerPoint or SlideShare)

  • Design postcards, flyers, flipbooks, and other marketing collateral

  • Create marketing materials for new listings

  • Develop branded buyer and seller checklists

  • Create market snapshots and reports

  • Produce monthly market update video blasts

  • Edit photos and videos (including trending audio)

  • Upload podcasts to YouTube and TikTok

  • Plan themed content: Testimonial Tuesday, Foodie Friday (local restaurant reviews), Transformation Tuesday, Workout Wednesday

  • Create hobby/personal content (travel, scuba, surfing, pets) for high-engagement posts

  • Share fun facts/trivia about the local area to engage followers

  • Create aesthetic post patterns to keep feeds visually appealing

  • Plan campaigns: Just Listed/Just Sold, Coming Soon, Market Updates, Seasonal/Holiday, Community/Lifestyle, Educational


Brand Management

  • Manage and maintain a centralized brand kit (logos, fonts, colors, style guide, headshots, copy guidelines)

  • Refine brand guidelines using AI tools and existing content

  • Create a concise Instagram bio with a strong unique selling point and call-to-action

  • Optimize Instagram link-in-bio tools (e.g., Linktree)

  • Master marketing tools: Beautiful AI, Canva, Compass Marketing Center

  • Update listing presentations regularly and design pre-listing presentations (Beautiful AI)

  • Update digital collateral: website, business cards with QR codes, Compass templates

  • Align individual agent and team messaging while keeping brands distinct


Profile & Platform Management

  • Update and maintain profiles (Facebook Business Page, Instagram, LinkedIn, MLS, Zillow, Realtor.com, Google Business Profile, etc.)

  • Maintain and update website or coordinate with website provider

  • Add keyword tags to YouTube channel for SEO

  • Build and execute a Google Business Profile strategy to improve SEO through consistent content uploads


CRM & Email Marketing

  • Create mailing lists in CRM for farming campaigns (Just Listed, Just Sold)

  • Build agent lists for e-blasts

  • Create weekly, monthly, and quarterly newsletters

  • Send monthly newsletters for homeowners, buyers, sellers, Just Listed/Just Sold

  • Integrate blog posts and video content into newsletters

  • Use segmented lists to target campaigns effectively

  • Explore increasing newsletter frequency based on engagement metrics

  • Coordinate posting schedules across LinkedIn, Facebook, X, and Instagram

  • Track engagement metrics and optimize campaigns


Reputation Management

  • Gather client reviews for social media, website, Zillow, Realtor.com, and Google Business Profile

  • Respond to Google reviews, social media comments, mentions, and private messages

  • Send holiday and birthday cards using mailing platforms (Click2Mail, ClickSend, Postable, etc.)

  • Promote review links on social media and newsletters

  • Monitor and follow up on review progress


Market Research & Targeting

  • Build buyer personas based on past client data (income, life stage, age, motivation, etc.)

  • Prepare neighborhood farming campaigns and print marketing materials

  • Implement automation linking marketing assets to CRM workflows

  • Support listing, CMA, and neighborhood farming with targeted content

 Virtual Assistants provide unlicensed administrative support and cannot perform any activity requiring a real estate license. The supervising agent is responsible for the final review and approval of all work. 

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