The Real Estate Support Team at Kinetic

Kinetic Real Estate, founded in 2019 and based in the San Francisco Bay Area, is a fast-growing, community-focused real estate company. Known for its collaborative culture and high-performance agents, Kinetic has helped hundreds of families buy and sell homes, growing from a small team of 4 agents to over 50. The company prides itself on delivering personalized service, with its leadership team emphasizing teamwork, education, and continuous learning.

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The Challenge

As Kinetic Real Estate experienced rapid growth, their team found themselves facing a set of critical challenges. The lack of dedicated support staff left executives and agents buried under administrative tasks, creating a cycle of micromanagement and hampering productivity. 

Founder Kevin Cruz, known for his strengths in client relationship building, was especially impacted—stuck handling day-to-day operations instead of focusing on business development. 

As they scaled, the team faced operational bottlenecks and inefficiencies, particularly due to inconsistent processes across platforms and transactions. They also struggled to find a flexible staffing solution that would support growth without the fixed costs of in-house roles. 

Adding to the challenge, previous outsourcing attempts had introduced virtual assistants who just didn’t fit: they lacked both the expertise and alignment with Kinetic’s collaborative team culture, leaving the team in need of a reliable, high-quality solution to keep up with their ambitious trajectory.

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The Goals & Objectives

Kinetic Real Estate engaged with Assistantly with specific goals and expectations in mind:

- Streamline Operations

Reduce the administrative burden on agents, allowing them to focus on high-value tasks like client relationship building.

‍- Increase Listings and Transaction Efficiency

Enable seamless management of multiple transactions through improved processes and technology.

- Build Scalable Support

Develop a flexible staffing model that can grow with the company’s needs while controlling operational costs.

- Improve Communication and Collaboration

Ensure smoother coordination between agents, listing coordinators, and transaction managers via Slack and other tools.

- Enhance Quality Control

Establish internal processes to maintain high standards for both client and agent experience.

- Find Pre-Vetted Talent

Secure offshore support that aligns with the company’s culture and standards, providing immediate value.

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Our Tailored Service Solution

To meet these goals, Assistantly provided three key roles, each carefully selected to align with Kinetic’s needs:

Executive Assistant

- Expertise and Value

The Executive Assistant brings deep expertise in managing real estate operations, including scheduling, CRM oversight, and content creation. They excel in organizing tasks with tools such as Canva and Monday.com, ensuring seamless daily operations.

- Impact

This role ensures that leadership stays focused on strategic priorities by managing communications, scheduling, and marketing efforts, lifting the administrative burden from executives.

Listing and Transaction Coordinator

- Expertise and Value

This coordinator specializes in managing 20-50 real estate transactions monthly, ensuring smooth closings by tracking deadlines, coordinating with stakeholders, and ensuring compliance. Their expertise with platforms like FollowUpBoss and Docusign ensures transaction efficiency.

‍- Impact

By streamlining the transaction process, this role ensures that Kinetic’s agents can focus on client relationships, resulting in faster closings and higher customer satisfaction​.

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Marketing Listing Coordinator

- Expertise and Value

With extensive experience in real estate marketing, this role focuses on managing listings, social media content, and lead generation. They bring deep expertise in quality control and branding, ensuring consistency across all platforms.

‍- Impact

By managing MLS listings and executing marketing strategies, this coordinator drives visibility for properties and boosts engagement, helping Kinetic agents reach more potential buyers and close deals faster.

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Our Step-by-Step Process

- Onboarding & Role Alignment

Assistantly collaborated closely with Kinetic to define specific role requirements and match them with experienced candidates.

- Technology Integration

The Unicorns used Monday.com, Slack, and FollowUpBoss to streamline operations and enhance communication.

- Ongoing Support

Assistantly maintained regular check-ins with Kinetic, ensuring smooth transitions and providing replacements as needed.

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The First 90 Days

- Replacement Guarantee

If a team member wasn’t the right fit, Assistantly provided a quick replacement.

- Promotion of a New Hire

One of the team members hired through Assistantly was so exceptional that they were promoted to a manager position within the first three months.

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Results & Measurable Impact

• 70% Cost Savings: Offshore staffing significantly reduced operational expenses, enabling Kinetic to reinvest in growth.

• Increased Efficiency: VAs managed over 30 transactions per month, reducing bottlenecks and improving workflows.

• Enhanced Agent Satisfaction: With administrative burdens lifted, agents focused on building client relationships and expanding the business.

• Improved Collaboration: Streamlined communication through Slack and Monday.com enhanced team coordination and decision-making.

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As a small but growing team transitioning from the startup phase to becoming a more established company, we wanted to bring on a listing specialist. Initially, we partnered with another company to source a VA for the role, but the candidates they provided lacked the expertise we needed and didn’t quite meet our expectations. We decided to give Assistantly a try and were immediately impressed with the quality of talent they sourced. For the first time, we were genuinely excited about the potential candidates and looked forward to interviewing them. Assistantly found exactly what we were looking for—someone with the right experience and skill set. We felt heard throughout the process, and they did all the heavy lifting to ensure we found the perfect fit. We onboarded the candidate to our team and couldn’t be happier. Since then, we’ve hired three additional staff members through Assistantly, and they’ve been incredible. If any issues or concerns arise, Assistantly has been quick to address them, whether it’s replacing a team member or resolving the problem. If you’re looking for that “unicorn” to join your team, we highly recommend using Assistantly to find them. They truly listen to your needs and pain points to help you find the ideal match. And if the candidate isn’t quite what you envisioned, they’ll work with you to find the right person.   - Ana Ruan, Operations Manager at Kinetic

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Assistantly found exactly what we were looking for! 🖤

With Assistantly’s tailored staffing solutions, Kinetic Real Estate successfully overcame operational bottlenecks and aligned its team to focus on what they do best: building relationships and serving their clients. 

By streamlining operations, enhancing collaboration, and providing culturally aligned talent, Assistantly enabled Kinetic to scale without the strain of micromanagement or inconsistent processes. This partnership not only reduced costs but also empowered Kinetic’s agents to achieve greater efficiency and satisfaction in their roles. 

Kinetic now has a reliable, scalable support structure, positioning them for continued growth and success in the competitive Bay Area real estate market.

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