Lead Manager VA (Seller Lead Management & Follow-Up)

Fast Lane Real Estate is hiring a Lead Manager VA to own the day-to-day follow-up and organization of inbound-generated seller leads.

You will own and manage a lead pipeline, working leads through warm outbound calls, texts, and emails; re-engaging older or previously unresponsive opportunities; nurturing sellers who are not yet ready; and identifying leads that are ready to be handed to the CEO or acquisitions team.

Your work starts after a lead enters the database: you determine what follow-up is due, contact the lead, document the interaction in REsimpli, update the appropriate task and status, establish the next action, and continue working the opportunity until it moves forward, remains in nurture, or requires escalation.

This role requires strong, confident phone communication. You must be patient with sellers, communicate with empathy, build rapport with property owners, and remain persistent without making conversations feel transactional or rushed.

You will also work with AI-supported tools and automated workflows, including reviewing outputs and call scores and identifying leads or activities that require manual intervention. Direct AI experience is helpful but not required—you must be comfortable learning and working within AI-supported processes.

This is not a role for someone who needs daily task-by-task direction or who considers a completed call enough without keeping the CRM accurate. You are expected to independently monitor your pipeline, follow up when action is due, and recognize when a lead or workflow requires attention.

Core Responsibilities

1. Work and Nurture Seller Leads

• When inbound-generated leads enter the database, work them through the established follow-up process using calls, texts, and emails.
• Follow the established contact cadence instead of allowing leads to sit without a next action.
• Continue working active leads across multiple follow-up attempts when the seller has not yet moved forward.
• Re-engage aged, historical, or previously unresponsive leads according to the established reactivation process.
• Nurture sellers who are interested but are not currently ready to move forward, maintaining appropriate follow-up until their situation changes.
• Communicate with property owners professionally and naturally while maintaining a relationship-focused approach.
• Review the database for overdue or neglected follow-ups and take action rather than waiting for someone else to identify them.

2. Qualify Leads and Identify Acquisitions Opportunities

• During seller conversations, gather and update relevant information about the seller, property, motivation, and timeline.
• Compare the information gathered against the established qualification criteria.
• Identify warm or hot opportunities that meet the established criteria for acquisitions review.
• When a lead is ready for handoff, provide the CEO or designated acquisitions team member with complete CRM notes and relevant context, not simply a name and phone number.
• Escalate questions, issues, or situations that require acquisitions-level decision-making rather than attempting to resolve matters outside your authority.
• Do not negotiate or make offers initially; your responsibility is to identify and properly route qualified opportunities.

3. Keep REsimpli Accurate After Every Interaction

• After each seller interaction, update the lead record in REsimpli with the relevant notes and current status.
• Update lead stages, tasks, follow-up status, and next actions so another team member can immediately understand what happens next.
• Ensure every active lead has a clearly documented next step.
• Review overdue tasks and neglected opportunities and correct the pipeline when follow-up has not occurred.
• Keep lead information organized and current so the pipeline reflects what is actually happening with each opportunity.
• Support database mining and historical lead reactivation by identifying leads that require renewed outreach.

A conversation is not considered complete until the CRM reflects what happened and what happens next.

4. Monitor AI-Supported Follow-Up and Automations

• Review AI-generated call scores or outputs when required by the established process.
• Monitor automated follow-up activity and verify that expected workflows are actually functioning.
• Identify missed automations, workflow failures, or leads that require manual intervention.
• When automation does not successfully move a lead forward, complete the required follow-up manually.
• Report workflow or automation issues when they cannot be resolved through the established process.

Do not assume an automation worked simply because it was supposed to run. Verify the result and act when the lead is left untouched.

5. Expand Into Inbound Lead Coverage

• Provide backup inbound call coverage.
• Answer inbound seller inquiries according to the established process.
• Gather the required lead information during the call.
• Document the conversation accurately in the CRM.
• Route the new lead into the appropriate qualification and follow-up process.
• Transition into combined inbound and outbound lead management as responsibilities expand.

6. Administrative Support

• Complete ad hoc administrative tasks and other support duties assigned by the CEO when needed.
• Prepare and distribute monthly newsletter emails to real estate agents.
• Verify newsletter content, contact lists, and email campaigns before sending.
• Ensure monthly newsletter campaigns are sent accurately and on schedule.

7. Develop Toward Expanded Seller-Facing Responsibilities

• Take on greater seller-facing sales responsibility.
• Support additional seller qualification and negotiation activities within established procedures.
• Potentially make offers over the phone when approved procedures and authority levels are established.