Follow-Up Specialist (Real Estate)

We're Hiring: Follow-Up Specialist (Real Estate)
Location: Remote
Employment Type: Full-Time
Industry: Real Estate / Cash Home Buying

About the Role
We're looking for a highly organized, persistent, and relationship-driven Follow-Up Specialist to manage and nurture inbound seller leads.

In this role, you'll take ownership of the lead follow-up process, ensuring every inquiry receives timely attention and no potential opportunity gets lost in the pipeline.

You'll serve as the bridge between inbound leads and the acquisitions team, building meaningful connections with prospective sellers through consistent, personalized, and empathetic communication.

This position is ideal for someone who enjoys talking to people, thrives in a high-volume environment, and understands that successful follow-up requires both persistence and genuine relationship-building.
Key Responsibilities
1. New Lead Response & Management

• Contact every new inbound lead within 10 minutes of receiving an inquiry, primarily through phone calls.
• Make multiple contact attempts throughout the day for leads that have not yet been reached.
• Prioritize new inquiries to ensure timely engagement and prevent missed opportunities.
• Record all calls, conversations, and follow-up activities in the CRM.

2. Daily Lead Follow-Up & Campaign Management

• Work through prioritized lead lists daily, following the established urgency and contact cadence.
• Maintain consistent follow-up schedules across different lead stages:
• Recent leads (0–7 days): 3–5 contact attempts per week.
• Leads (8–30 days): 2–3 contact attempts per week.
• Older leads (1–6 months and 6+ months): Maintain regular follow-up campaigns.
• Review and work through missed follow-up tasks at least once every two weeks.
• Alternate between dialer campaigns and click-to-call strategies to maximize contact and answer rates.

3. Relationship Building & Communication

• Build rapport with prospective sellers through genuine, empathetic, and conversational interactions.
• Understand each seller's circumstances, which may include divorce, foreclosure, inherited properties, or financial challenges.
• Personalize conversations based on each lead's situation rather than relying solely on scripted communication.
• Follow up through phone calls, text messages, and email s when prospects are unavailable.

4. CRM Management & Reporting

• Maintain accurate and up-to-date CRM records after every interaction, including notes, lead status, and next follow-up dates.
• Track qualified leads successfully passed to the acquisitions team.
• Monitor campaign performance and provide regular updates on lead conversions.
• Identify recurring patterns, opportunities, and challenges, and communicate relevant insights to leadership.

What We're Looking For

• Excellent phone communication skills with a warm, confident, and natural conversational style.
• Strong organizational skills and the ability to independently manage a high-volume follow-up pipeline.
• High levels of discipline, accountability, and consistency.
• Strong emotional intelligence and empathy when dealing with sellers in sensitive or challenging situations.
• Persistent and proactive, without being overly aggressive or pushy.
• Excellent written communication skills, particularly for personalized text messages and email s.
• Comfortable making a high volume of daily calls.
• Strong attention to detail, especially in CRM documentation and data management.
• Ability to prioritize tasks and manage time effectively in a fast-paced remote environment.

Preferred Qualifications

• Previous experience in outbound calling, inside sales, lead management, appointment setting, or customer service.
• Familiarity with CRM platforms, particularly Podio.
• Experience using auto-dialers or power dialers, such as BatchDialer.
• Background in real estate, property management, or sales-driven environments is an advantage.
• Proficiency in Microsoft Office applications, including Outlook, Word, and Excel.
• Familiarity with team communication tools such as Slack.

No real estate experience? That's okay! Full training on processes, systems, and workflows will be provided. We're more interested in your willingness to learn, adaptability, and ability to follow through.

Tools & Platforms

• CRM: Podio
• Auto-Dialer: BatchDialer or similar power dialer
• Communication: Slack
• Productivity Tools: Microsoft Outlook, Word, and Excel

How Success Is Measured

• Lead Response Time: New inbound leads contacted within 10 minutes.
• Follow-Up Completion: 100% of scheduled follow-up tasks completed on time.
• Campaign Pass Rate: Number of qualified leads successfully handed off to the acquisitions team.
• Contact Rate: Percentage of leads successfully reached through outreach efforts.