Scaling Smarter with VAs: The Advantage VAS Podcast EP 1

Written By Francesca Miranda

Let’s get one thing straight—delegating is not about dumping tasks. It’s about building systems that help you lead, scale, and protect your time.

In this first episode of the Advantage VAS Podcast, co-founders Matt Hedstrom and Francesca Miranda break down what it really means to scale with clarity—and how business owners, especially real estate investors, can reclaim their time and build high-performing teams using VAs.

If You’re Still Doing It All, You’re Not Scaling—You’re Surviving

Matt said it best:

“We don’t build businesses. We build jobs that burn us out.”

Most entrepreneurs start their journey trying to escape a 9–5…
And end up working 9–9.

You do the marketing. The admin. The CRM cleanup. The cold calling.
But when you’re stuck in $10/hour tasks, you’re blocking $10K/hour growth.

What Real Estate VAs Actually Do (And Why It Makes You Money)

This isn’t fluff. These are real results from trained VAs who handle core operations for investors, flippers, and acquisition teams.

1. Lead Generation + Qualification

  • Pull data from PropStream, BatchLeads, ListSource, county records

  • Filter leads based on seller criteria: absentee, tax delinquent, high equity, etc.

  • Scrub lists and tag for follow-up stages

  • Contact via Mojo Dialer, Twilio, Launch Control

  • Track responses + conversion rate by source

ROI: 50–100 leads/day pre-qualified = more appointments, better deals, less time wasted

2. CRM Cleanup + Follow-Up

Your next $250K deal is probably sitting in your CRM. But if it’s a mess, you won’t see it.

  • Organize leads inside REI Blackbook, Zillow Flex, Follow Up Boss

  • Tag and segment (hot, warm, cold, dead)

  • Re-engage old leads with drip campaigns

  • Set tasks + reminders so your acquisitions team never misses a beat

  • Leave call notes and pipeline updates daily

Result: No leads slip through the cracks. You stay top of mind and always close the loop.

3. Showing Coordination + Calendar Management

No more back-and-forth between team members, agents, and buyers.

  • Set up showings in shared calendars (Google Calendar, Calendly)

  • Confirm details via email/text

  • Send team-wide reminders (Slack, email, CRM tasks)

  • Log showing feedback and updates (no-shows, repair needs, interest level)

Time Saved: 2–4 hours/week
Chaos Avoided: 100%

4. Property Acquisitions Support

VAs can do nearly everything pre-offer.

  • Run comps via MLS, RPR, PropStream, Redfin

  • Estimate ARV and repair costs

  • Draft soft offers based on your buy box

  • Schedule walkthroughs or virtual inspections

  • Prep deal files, add photos, upload to Google Drive/CRM

Why it works: You stay in your zone of genius (closing), while they prep the play.

5. Post-Acquisition Support & Dispo

Once it’s under contract, your VA keeps things moving.

  • Send contracts via DocuSign

  • Follow up with title companies

  • Track inspection contingencies, earnest money, deadlines

  • Post to Zillow, Facebook Marketplace, your investor buyers list

  • Coordinate lockboxes, walkthroughs, key handoffs

Result: You get paid faster—with fewer bottlenecks.

6. Weekly Reporting + Metrics

You can’t improve what you don’t track.

Our VAs report on:

  • Leads contacted, qualified, and converted

  • Mailers and texts sent

  • Response rates

  • Hot leads surfaced

  • Showings booked

  • KPIs hit or missed

Plus: Custom dashboards via Notion, Google Sheets, or Airtable so you make data-driven decisions.

Leadership Isn’t About Doing—It’s About Clarity

Francesca drops the gold here:

“A VA isn’t your savior. They’re your first mate. You’re the captain.”

Most people don’t get value from their VA because they’ve never defined what success looks like. Here’s how to change that:

Define Success

Bad: “Just do follow-up.”
Good: “Call 50 leads/day. Surface 3 warm leads. Set 2 seller appointments per week.”

Track KPIs

  • Calls → Appointments

  • Appointments → Contracts

  • Leads → Response rates

  • CRM cleanup → Pipeline value

Hold Weekly Coaching Calls

Structure:

  • ✅ What was completed?

  • ⚠️ What got stuck?

  • ✏️ What needs clarification?

  • → What’s next week’s goal?

This is where trust builds and performance compounds.

The AVAS Style Delegation Test

Why Hiring Through AVAS Beats Going Solo

This isn’t just convenience.
It’s risk management, time freedom, and strategic leverage.

The Final Word: You’re the Captain—Act Like It

“If you’re still stuck doing $10/hour tasks… don’t be surprised you’re not making $10K/month.”

When you lead with clarity, build systems, and delegate with intention, you buy back your time.
You stop surviving and start scaling.

This is what Advantage VAS is here for.
You set the vision. We help you build the team that brings it to life.

Francesca Miranda
Next

The Advantage VAS Podcast