Listings, contracts, leasing, and maintenance handled by a trained crew inside your CRM, MLS, and property management platforms so agents and managers stay with clients and deals.
Why teams choose Cadre Crew
A full crew, not a single VA. You get coverage for lead intake, listings, transaction coordination, leasing, maintenance dispatch, and owner reporting, all led by a team lead who owns the daily plan. When volume spikes or someone is out, tasks continue. You gain depth, continuity, and built in QA.
Reliability and compliance. We operate from professional offices with fiber internet, power backups, call recording, and document controls. Checklists are enforced in Skyslope or Dotloop. Files line up with your brokerage policy, MLS rules, and fair housing standards. You see cleaner audits, fewer missing initials, and fewer late addenda.
We run on your stack. Follow Up Boss, BoomTown, kvCORE, AppFolio, Buildium, Yardi Breeze, Rent Manager, Property Meld, Skyslope, Dotloop, DocuSign, Glide, ShowingTime, Google Workspace, and Slack are familiar ground. We do not push tool swaps. We use your templates and tags and set up simple dashboards so you can see health in one glance.
Outcomes over activity. Fast lead response, contract to close speed, checklist compliance, vacancy days, rent collection rate, and work order time to first contact are the core numbers. We plan the day around those targets and report weekly so you always know what moved and why.
What your crew handles for brokerages
Lead intake and first response. New buyer and seller inquiries receive a quick reply by phone and text. Notes post to the right stage in your CRM with source tracking. We qualify, book the appointment, and keep the pipeline clean. Target response under five minutes during coverage windows. Missed calls are returned the same shift.
Listing prep and MLS input. We gather disclosures, confirm property details, format remarks, and input to your MLS with compliant fields, photo order, and accurate map pins. We coordinate media, floor plans, staging, and lockbox codes. Status changes are double checked so DOM is not skewed.
Transaction coordination. From executed contract to COE, we track deadlines, verify signatures, route addenda, confirm earnest money and title milestones, and update your TC checklist in Skyslope or Dotloop. If a document is missing, we ask the right person and keep you posted with a short daily note.
Showings and open house logistics. We manage calendars in ShowingTime, confirm slots, send reminders, and capture feedback. We prepare sign in sheets, directions, and follow up messages so weekend traffic converts to contracts.
Marketing support. We draft listing descriptions, social posts, and email blasts with your templates. We schedule posts and organize assets so agents can focus on calls and showings.
What your crew handles for property management
Resident communications. We answer phones, ticket emails, and portal messages. We handle routine questions, log work orders, and escalate when needed. Tone stays professional and clear. Notes are short and tagged so the next person can act without rereading a thread.
Maintenance dispatch and vendor coordination. We triage issues, follow your approval thresholds, and schedule vendors. Work orders are confirmed with the resident, and photos and notes are checked before close. Time to first contact is tracked and visible.
Leasing workflow. We post to portals, manage showings, track applications, verify income and references, and prepare lease packets. We send signatures in DocuSign and confirm deposits and move in steps.
Renewals and compliance. We run renewal lists, prepare offers, and monitor notice to vacate timelines. We use approved messages and local forms. Sensitive issues escalate to licensed staff. Records stay clean for audit.
Collections and owner statements. We send payment reminders, post notices as directed, and escalate per policy and local guidance. We generate and distribute owner statements on schedule with a clean monthly folder structure.
Vacancy and turn workflow. We schedule move out walkthroughs, capture photos, prepare turn estimates, and coordinate make ready vendors. Target is fewer idle days through tight sequencing of cleaning, paint, and repairs.
Onboarding without the drag
1) Intake and playbook build. We learn your markets, team count, door count, and goals. We document checklists, naming conventions, approval thresholds, escalation paths, and vendor lists. We capture brand voice and disclosure rules.
2) Access and setup. Accounts are created with correct permissions in CRM, MLS, e signature, and property management systems. We set shared folders for contracts, media, and owner statements. We configure a metrics view for lead response, checklist completion, work order time to first contact, rent collection progress, and vacancy days.
3) Controlled pilot. Week one covers lead intake and basic communications. Week two adds listing input or maintenance dispatch. Week three adds transaction coordination or leasing packet preparation. You choose pacing based on season and capacity.
4) Daily rhythm and QA. You receive a short end of day summary that shows new leads handled, listings or units posted, checklist steps completed, work orders moved, leases signed, and items that need a decision. Every Friday you get a one page weekly review with highlights, risks, and one improvement suggestion.
Platforms we work in every day
CRMs and lead platforms. Follow Up Boss, BoomTown, kvCORE, Zillow Premier Agent, Realtor.com Manager
Transactions and e signature. Skyslope, Dotloop, DocuSign, Glide, Form Simplicity where applicable
MLS tools. Matrix, Flexmls, Bright MLS, and local systems
Property management. AppFolio, Buildium, Yardi Breeze, Rent Manager, Property Meld
Showings and access. ShowingTime, Rently, CodeBox, Supra coordination
Communications. RingCentral or similar for call routing and recordings. Google Workspace and Slack for internal notes and approvals
If your stack differs, we train to it during intake. The goal is less friction and stronger adherence to your process.
Results snapshot
- Lead response under five minutes during coverage windows
- Contract to close timelines reduced by 3 to 5 days within the first 60 days
- Checklist compliance above 98 percent across required documents
- Vacancy days down 15 to 25 percent through tighter turn sequencing
- Work order time to first contact under one business hour on priority items
- Rent collection rate up 3 to 7 points through early expectation setting and consistent follow up
A week in the life
Last quarter a boutique team in Phoenix listed six homes in one week while onboarding a new agent. We built the MLS packets, scheduled media, logged all feedback in Follow Up Boss, and pushed a clean TC checklist to Skyslope. DOM stayed in line with the market, two contracts reached COE on time, and the broker did not touch a single status update. The agents spent their time where it counts, with buyers and sellers.
What it feels like to work with us
One lead, clear answers. Your team lead is your single point of contact. You get quick responses and proactive notes when something important needs a decision.
Calm, written process. Your SOPs are documented, versioned, and followed. People can change without breaking the system.
Short, useful communication. Messages are concise. Tags and file names are consistent. Reports are easy to scan.
Respect for your brand and rules. We use your templates, voice, and policies. We follow fair housing guidance and escalate anything sensitive to licensed staff.
Security and controls. Role based access, call recording QA, and named accounts. No shared passwords. Clean audit trails.
Who we serve
Brokerages and small teams that want reliable listing and transaction support.
Property management firms handling single family, small multifamily, or mixed portfolios that want tighter operations and better resident experience.
Owners who value clean data, predictable communication, and strong adherence to policy.
Quick FAQ
Do you replace my in house TC or property manager
No. We extend their capacity and remove the grind so they can focus on coaching agents, winning listings, and keeping owners happy.
Do you force new software
No. We operate inside your stack. If you want help cleaning up templates, tags, automations, or folder structure, we do that with your approval.
How do you handle fair housing and local rules
We use approved templates, follow your training and written policies, and escalate sensitive issues to your licensed staff. We do not give legal advice. We keep records clean for audits.
How fast can we start
Intake and setup take a few days. We begin with lead intake and communications, then add listings, transaction coordination, or maintenance dispatch in a controlled rollout.
Can you help with notice to vacate and make ready
Yes. We track notice to vacate dates, schedule move outs, and coordinate make ready work to reduce idle days.
Why not just hire a single virtual assistant
Coverage, redundancy, and leadership. A single hire can be great until the week they cannot work or volume jumps. A crew gives you depth, cross training, and a team lead accountable for daily outcomes.
Ready to see your pipeline and portfolio calm down
Book a short call. We will review your lead flow, transaction pipeline, and property management tickets, then outline a fast win you can use right away. If we are not the right fit, we will say so. If we are, we will stand up a crew around your operation and give you a start date you can plan around. Within the first month, files will move cleaner, residents will hear back faster, and your calendar will feel lighter.
