From Agent Chaos to Admin Dream Team in 3 Weeks
Learn how Pivot X transformed a disorganized brokerage by hiring and training a high-performance admin team in just 3 weeks—boosting agent output, systemization, and long-term retention.
+38%
Agent Productivity
<4 min average
Admin Response Time
- 74%
Transaction Errors
The Client:
A luxury real estate firm with 40 agents across 3 states was bottlenecked by a complete lack of administrative support. Agents were spending over 30% of their time on scheduling, paperwork, and client follow-up—hurting sales.
The Challenge:
- No admin infrastructure or support roles in place
- Agents hesitant to delegate due to inconsistency in past hires
- Needed a scalable system and uniform workflows across states
Pivot X Solution:
- Designed an admin framework covering client communication, listing prep, and transaction support
- Hired 6 roles: 3 virtual admins and 3 in-office hires with prior luxury real estate experience
- Created SOPs, CRM integrations, and templated workflows to unify processes
- Provided support through a dedicated operations manager to ensure agent satisfaction and long-term consistency
- Implemented real-time dashboards to track response time, admin load, and SLA adherence
Results:
- Agent Productivity: +38% in 45 days
- Admin Response Time: <4 min average
- Transaction Errors: Down 74%
- Agent Satisfaction: 96% adoption rate
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