Realhub Virtual Assistant: a VA who runs every listing campaign from marketing schedule to sold sticker

Every listing you win creates a second job nobody invoices for. Before the board is in the ground there is a marketing schedule to build and price, a photographer to book around tenant access, brochure artwork to proof, portal upgrades and social placements to schedule, and vendor money to track against every line of it. Realhub is where that job lives. It started as one of the two big Australian campaign platforms, merged with Campaigntrack under the Realbase banner, was bought by Domain in 2022, and is progressively badged Domain Marketing Hub, with campaign management on roughly 40 per cent of AU and NZ property transactions running through the merged platforms. The software is not the bottleneck. The bottleneck is that in most offices, the person driving it is an agent who should be at an appraisal, or an office manager who already has a full job.

That is the gap a Realhub VA fills: not a marketer, not a designer, but the person who owns the campaign checklist for every live listing, every day, inside the platform your office already pays for.

The daily rhythm a VA runs in your Realhub

It starts when the authority is signed. Your VA creates the campaign in Realhub from your office templates and assembles the marketing schedule line by line: photography and floorplan, copywriting, the signboard, the brochure and print run, the portal upgrade products, the social placements. Each line priced from your supplier rates, the whole schedule packaged so the agent can put a clean, professional quote in front of the vendor instead of a scribbled estimate. That schedule, once the vendor approves it, becomes the contract the rest of the campaign is run against.

Then the orders go out. Photography and floorplans are booked through Realhub’s supplier ordering workflow, with the shoot date confirmed against access to the property, which matters more than it sounds when there is a tenant involved. Copywriting is ordered with the agent’s dot points attached. The signboard is ordered at the right size for the frontage, its artwork generated from the listing template and eyeballed before it goes anywhere near a printer, and the installation booked so the board is up when the listing goes live, not four days after.

Proofing is where a VA earns their keep in this platform. Brochures, DL cards, window cards and press artwork all come back through Realhub’s proofing and approval workflow, and someone has to read them properly. Your VA checks each proof against the listing record itself: the open time matches the diary, the price guide matches what the vendor agreed, the agent’s mobile is right, the street name is spelt the way the street sign spells it. Corrections are logged through the platform so there is a revision trail, and the final approval click stays with the agent, because the proof is the last moment a mistake is cheap. A wrong open time caught on a screen costs nothing. The same mistake caught on two hundred printed brochures costs the reprint and the weekend.

Alongside print, the digital lines on the schedule get placed: the portal upgrade products the vendor paid for, and the social advertising campaigns, booked at the depth and dates on the approved schedule. Go-live dates go in the diary and get checked on the day, so an upgrade that never activated is raised with the supplier before the vendor rings to ask why their property looks ordinary online.

Then there is the weekly cadence on top of the daily one. Most offices run several campaigns at different stages at once, one waiting on photography, one mid-proof, one going live Thursday, one exchanged and waiting on its sold sticker, and the real value of a dedicated VA is that every campaign gets touched every week no matter how busy Saturday was. Your VA keeps a simple status view across the live campaigns: what is ordered, what is overdue, what is awaiting the agent’s approval, and what is blocking launch. When the agent asks where the Smith Street campaign is up to, the answer takes ten seconds, because someone actually knows.

Underneath all of it runs the money admin. Vendor paid advertising is other people’s money, and it deserves a ledger. Your VA keeps a running record of committed spend per campaign against the approved schedule, flags any variation to the agent before it is incurred, then reconciles every supplier invoice back to the order raised in Realhub. Double-billed boards and orphaned invoices get queried with the supplier, and accounts receives a per-campaign summary that actually matches the orders. When the property sells, the sold sticker is ordered the same week, the board removal is booked after settlement, and the campaign is closed out with its spend fully accounted for.

The honest bit

Realhub coordinates campaigns; it does not create them. It will not write the copy that sells the house, choose the hero shot, or decide whether this vendor needs a premium print run or a lean digital campaign. Those are marketing judgements, and they stay with the agent. A VA drafts, orders, checks and chases; they do not invent your campaign strategy.

It is also not a CRM, and pretending otherwise sets the wrong expectation. There is no buyer database in Realhub, no enquiry queue, no vendor contact history. Your listings still sell out of VaultRE, Agentbox, Rex or whatever your office runs, and the buyer work lives there. The practical upside is that one VA can cover both systems, since the CRM listing and the Realhub campaign start from the same authority paperwork, but they are two scopes, and this page is only promising one of them.

Third, the platform tracks suppliers; it does not manage them. A photographer who goes quiet, a printer running behind, an installer who skipped a street: Realhub will show you the order sitting in limbo, and that is all it will do. The chasing is human work, which is precisely why it belongs in a VA’s daily checklist rather than in the gaps of an agent’s afternoon.

And the branding is genuinely confusing right now. Depending on the month and the module, your team may see Realhub, Realbase or Domain Marketing Hub on the screen, and some supplier templates still carry Campaigntrack heritage. Nothing underneath has broken, but a VA who works the platform daily is also the person in your office who keeps the naming straight when a supplier email references a product name from two rebrands ago.

What stays with you

Real estate is a licensed industry and campaign money is vendor money, so the line is worth drawing precisely. Your VA does operational and administrative work only: building schedules, placing approved orders, proofing artwork, tracking spend, reconciling invoices. What never moves to them: authorising vendor spend beyond the approved marketing schedule, the funding decision on how VPA is paid (vendor up front, agency-funded, or a pay-later product), any handling of advertising money that sits in your trust account, price guide and price advice to the vendor, the agency agreement itself, and final artwork approval on anything carrying a price. Those calls need a licensed agent or the principal, and the workflow keeps them there.

The platform’s structure backs the boundary up. Realhub runs office accounts with individual user logins, so your administrator gives the VA their own seat scoped to campaign work, while agency billing details, supplier pricing agreements and account administration stay behind the admin wall. Orders flow from schedules the agent has already approved, so the VA’s authority is bounded by a document you signed off. Their login lives in 1Password, never in an email thread, and confidentiality is signed before day one.

What it costs and where to start

Campaign coordination in Realhub is admin-tier work: $12-17 AUD an hour excl GST, and for an office running a handful of live campaigns at a time, 10-15 hours a week covers the schedules, orders, proofs and reconciliation, which lands around $500-1,100 a month. If you also want design production beyond the platform’s templates, that is specialist-tier work at $18-25.

A sensible starting scope is narrow: campaign builds and proofing first, because a mistake there is caught on screen, then supplier orders, then the VPA ledger and reconciliation once you have watched the first few campaigns run clean. Getting started takes 7-10 business days, and the first 5-7 days are supervised inside your own Realhub account, beginning with campaign builds where you check every order before it is placed. The $500 deposit is refundable and credits to your first month, the 30-day guarantee lets you recalibrate or replace, and there is never a lock-in beyond 14 days notice.

For the wider picture of how a VA fits a sales office, start with the real estate virtual assistant page. The quote preparation task page covers the marketing schedule side in more depth, the accounts payable page covers the invoice reconciliation half, and the VA cost guide has full pricing. Otherwise book a discovery call: Jenn takes every one herself, has placed 87+ VAs into Australian businesses since 2024, and will say plainly if your campaign volume does not justify the hours yet. Bring your last three marketing schedules and the invoice pile that goes with them. That is usually all the evidence anyone needs.