No one cares more than partners in the business
Imagine your business run by experts. Estellar's Senior Specialists, based across the world, are highly trained in real estate operations. You focus on what matters most; we take over the back office and deliver better results.
We Don't Stop at 5. We Stop When It's Done.
Real estate rarely keeps office hours, and neither does Estellar. The team maintains extended coverage, so that agents and investors remain supported through the evenings and weekends, when offers, showings and guest enquiries most often arise.
Round-the-clock coverage is coming soon. Further details will follow.
We operate as business partners
Estellar operates as a business partner, not as a supplier. The work begins with the business itself rather than with a task list, and continues against the goals the owner is building towards.
We assess the business
Every engagement opens with an assessment of the business as it stands: what is working, what is holding it back, and where the opportunity sits.
We develop your sales engine
Leads, pipeline and follow-up are organised into a system that keeps deals moving rather than sitting.
We improve or build your systems
Where a process exists, we follow it and improve it. Where none exists, we build it with you.
We align with your vision and goals
Your targets become the measure of the work. Every process we run is held against where you are taking the business.
Premium Price, High Level Service
A premium service, priced accordingly. Clients receive a managed team of Senior Specialists, an established process with quality assurance at every stage, and results reported each week. There is no recruitment, no interviewing, no training and no disruption from absence. Clients engage a service package; Estellar is accountable for the outcome.
Plug-and-play infrastructure
Established workflows, management software and quality assurance are in place from the first day. Nothing has to be built before work begins.
Built-in redundancy
Every account is cross-trained with backup coverage, so illness or leave never results in downtime.
Zero HR overhead
Estellar manages international employment compliance, payroll, benefits and equipment provisioning. The client carries none of it.
Rapid scalability
Roles can be changed or capacity added, such as a transaction coordinator or listing manager, within days rather than a four-to-six-week hiring cycle.
No fractional attention
Each account is assigned one dedicated Customer Success Manager, who looks after no more than two clients.
Adapts to the client's protocols
Estellar works within the client's existing protocols, software and platforms. Where nothing is yet in place, it recommends the most suitable tools following an assessment of the business.
Senior Specialists only
Every member of the team is a Senior Specialist with a minimum of five years' industry experience, fully trained and able to adopt new software independently.
Extended coverage
Coverage extends into the evenings and weekends, with round-the-clock support coming soon.
Why hire one VA when an entire team is available?
Hiring a virtual assistant can work well. Estellar offers an entire team of reliable support for the same responsibilities, without the limitations that typically come with relying on one person.
Heavy management burden
The client is solely responsible for writing job descriptions, interviewing, skill-testing, onboarding and daily supervision.
Single point of failure
If the VA leaves unexpectedly, loses power or takes leave, operations stop until they return or a replacement is found.
Skill-set limitations
One person rarely holds top-tier skills across every function. A specialist in ledger management may struggle when complex marketing operations are suddenly required.
Fractional attention
Many VAs serve several clients at once, whether or not each client is aware, which affects performance and consistency. The apparent saving of a low-cost VA is often not realised.
With Estellar, each of these is handled by the agency: one dedicated manager, cross-trained backup coverage, a full bench of specialist skills, and no recruitment on the client's side.
View services and pricingAn established process, tailored to each client
Estellar follows each client's established process, improving it where necessary, and builds one in collaboration with the client where none exists. Its own internal standards and quality assurance remain constant, and it is accountable for the result. Each client's preferences and conventions are documented at the outset and built into the way their account is run.
Select a package
The engagement begins with a consultation. The client is matched to the package that addresses their requirement, and no more than that. Packages may be combined, or a single package adopted to begin with.
Onboarding within days
Estellar documents the client's preferences, preferred vendors and current ways of working. No training is required of the client. Where no process exists, one is built in collaboration with the client.
Weekly results
Senior Specialists carry out the work to the Estellar standard. The client receives a weekly results report and a monthly review against agreed targets.
What Estellar provides
- Internal procedures, checklists and quality assurance that remain constant across every account
- A consistent reporting cadence
- The same standard, regardless of which team member is assigned
What Estellar delivers
- Files prepared to a near-zero error standard
- Deadline reminders issued to agents, both personally and through automation
- A detail-oriented team of critical thinkers
- Work carried out without supervision, with initiative taken where it is needed
- Questions raised early rather than assumptions made
- Realistic timelines and expectations, agreed at the outset
- Achievable, measurable results
- Coverage through weekends and holidays
What the client determines
- An overview of the current process, or a request to build one together
- Agent preferences, including how updates are to be delivered
- Preferred vendors: lenders, title companies, attorneys, inspectors and photographers
- Communication boundaries, for example no direct contact with buyers or sellers
- A defined scope, where only specific tasks are to be handled
A structured 30-day integration
System access & audit
CRM review, secure access provisioning and a review of existing procedures.
Shadowing & workflow mapping
Documenting the precise workflow for listing management and accounts payable.
Phased takeover
Estellar carries out the work while the client reviews output for quality assurance.
Full autonomy
The client moves fully to Dashboard Control.
A managed internal department
Estellar operates as part of the client's business rather than as an external contractor. A senior operations unit works within the client's existing infrastructure, running property management and transaction coordination systems to an executive standard. The client retains full ownership of the operation; Estellar ensures that it runs.
Complete visibility, without the need for day-to-day supervision.
Weekly alignment
A short weekly alignment call on Microsoft Teams, held on Mondays where possible, to confirm the week's priorities and resolve any obstacles.
Workflow transparency
Every transaction and property task is tracked in shared project management tools (Asana, Monday.com or Basecamp), giving the client real-time visibility of progress without the need to request updates.
End-of-day executive summaries
A concise daily report of measurable outcomes: contracts audited, tenant ledgers reconciled, listings optimized. Outcomes, rather than hours, are the measure of the engagement.
Operating seamlessly within the client's brand and systems.
Brand alignment
Correspondence is sent through a single client-branded mailbox, such as support@ followed by the client's domain, or through Rianne Estella as the principal point of contact, always in the client's brand voice across tenant, buyer and vendor communication.
System-native
Operations are carried out within the client's existing technology: AppFolio, Buildium, Rent Manager or Re-Leased for property management, and Dotloop or SkySlope for transactions, entirely within the client's secured environments.
The client's systems, Estellar's standard
Clients are never asked to adopt Estellar's tools. Where a client has an established process, Estellar follows it and refines it where necessary; where none exists, one is built in collaboration with the client. Estellar's internal quality standards remain constant throughout.
Designed for four client profiles
Single Agents, Teams and Brokerages
Listing Management
Transaction Coordination
Multifamily Investors and Property Management Companies
Full Property Management
Maintenance Coordination
Rent Collection Management
Wholesalers, BRRRR & Flippers
Wholesaling Support
BRRRR / Fix & Flip Support
Real Estate Business Owners
Accounting & Bookkeeping
Reporting & CPA Support
Satisfied Realtors and Investors
Platforms the team works in
Services & pricing
Each package is a fully managed service delivered by Estellar's in-house Senior Specialists. Select a package to view its full scope.
Full coverage across the client's business hours, Monday to Friday.
A dedicated four-hour window each business day.
Property Management
Maintenance CoordinationLimited Service (a dedicated four-hour window each business day) or Full Service (full business-hours coverage)$699 limited service and $1500 full service with extended hours coverage
- Vendor sourcing
- Vendor Management
- Utilities Management
- Dispatching
- Triage
- CRM Management and Update
- Weekly Reporting
- Customer Service
Full Service also includes
- Extended Hours Coverage
- Escalation Management
Senior Property Manager (Full End-to-End Cycle)$1899 + extended hours coverage
- Up to 200 portfolios - add $250 per 50 additional portfolios
- Onsite coordination and management
- Escalations
- Weekly Reporting
- Maintenance Management
- Rent Collections & Notices Filing
- Weekly Reporting
- Eviction filing and court hearings (only for the states that operate virtual hearings)
- Lease renewal notices offering and negotiation
- CRM hygiene and management
- Move in and move out checklist and coordination
- calendar and inbox management
- etc
Realtor Support
Listing Coordination + Contract to Close$175 per file
- MLS Data Entry: Input property details into the MLS using a standardized intake form completed by the agent.
- Asset Uploads: Upload agent-provided photos, floor plans, and virtual tours to the MLS.
- Compliance Submission: Upload the signed listing agreement, seller disclosures, and lead-based paint forms to the brokerage’s compliance system (e.g., SkySlope, Dotloop) for broker approval.
- Showing Service Setup: Configure showing instructions, access codes, and agent contact info in platforms like ShowingTime.
- Status Updates: Change the MLS status to Active, Pending, or Closed when directed by the agent.
- File Introduction: Send a standardized introductory email to the title/escrow company, lender, and cooperating agent with the fully executed contract.
- Timeline Creation: Extract key dates (earnest money, inspection contingency, appraisal, closing) from the contract and add them to a shared calendar.
- Brokerage Compliance: Ensure all required addendums, disclosures, and state-specific forms are signed, completed, and uploaded to the brokerage portal.
- Deadline Tracking: Send automated reminders to the agent when contingencies or deadlines are approaching.
- Commission Processing: Submit the final paperwork to the brokerage to request the Disbursement Authorization (DA) or commission demand so the agent gets paid at closing.
- Closing Coordination: Confirm the final walkthrough date and closing time with all parties and ensure the closing disclosure (CD/ALTA) is distributed to the agent for review.
Strict Exclusions Below
- No Client Communication: The coordinator does not speak to or email the buyers or sellers; all client-facing communication remains the agent's responsibility.
- No Vendor Scheduling: The coordinator does not call photographers, stage contractors, or home inspectors to arrange appointments.
- No Marketing: No flyer creation, social media posting, or writing MLS property descriptions.
- No Negotiations or Drafting: The coordinator does not draft repair addendums, negotiate terms, or write offers.
- No CRM Management: The coordinator does not add clients to the agent's database or set up drip campaigns (e.g., in Follow Up Boss or kvCore).
Listing CoordinationFull Service (during your business hours)$1299 listing coordination only and $1499 with full listing & transaction coordination
- Property Onboarding: Audit listing agreements and required disclosures for compliance and missing signatures before submitting them to the brokerage.
- Asset Coordination: Schedule and coordinate staging, professional photography, videography, 3D tours, and floor plan creation.
- Field Logistics: Order and arrange the installation and removal of yard signs, riders, and electronic lockboxes.
- MLS Management: Input all property details, upload photos, write property descriptions, and publish the listing to the Multiple Listing Service (MLS).
- Marketing Execution: Design and print property brochures, flyers, and just-listed postcards. Create single-property websites and initial social media "Just Listed" graphics.
- Seller Communication: Serve as the primary point of contact for the seller regarding listing logistics. Provide weekly marketing reports and summarize showing feedback.
- Listing Maintenance: Execute price reductions, update property statuses (e.g., Active, Pending, Sold) in the MLS, and replenish property flyers at the physical location.
Contract to Close (Transaction Coordination)Buyer,Seller, Referral, Foreclosure, Shortsale$1499 with full services transaction coordination
- Transaction Coordination (Contract-to-Close): Manage the escrow process once an offer is accepted. Track contingency deadlines, coordinate home inspections, and communicate continuously with lenders, title/escrow companies, and cooperating agents to ensure a smooth closing.
- Database & CRM Management: Input new leads, tag contacts by category (buyer, seller, sphere of influence), and set up automated follow-up drip campaigns for the agents.
- Broad Marketing Support: Manage the agent's or team's social media accounts, draft monthly email newsletters, organize client appreciation events, and manage holiday gift campaigns.
- Schedule & Inbox Management: Monitor the primary agent's inbox to triage urgent requests, schedule listing appointments, book buyer tours, and block off time for lead generation.
- General Administration: Prepare buyer tour packets, draft initial purchase agreements (if licensed/permitted by state law), track team expenses, and manage online reviews and testimonials post-closing.
- Client Concierge: Serve as the central hub for all client inquiries, ensuring buyers and sellers receive immediate responses when the primary agents are out in the field.
Investor Support
The WholesalerLead Generation & Intake Package + Dispositions & Transaction Support$1499 per month full service
Wholesalers live and die by their pipeline. This package focuses entirely on finding motivated sellers and filtering out unqualified leads so the investor only talks to warm prospects.
- List Scrubbing & Skip Tracing: Pulling distressed property lists (e.g., tax delinquent, pre-foreclosures, probates) from platforms like PropStream or BatchLeads and skip-tracing for accurate owner phone numbers.
- Outreach Execution: Managing SMS blast campaigns, executing ringless voicemail drops, or handling initial cold-calling scripts to gauge seller motivation.
- CRM & Pipeline Management: Inputting warm leads into the CRM, tagging them by distress factor, and setting up automated follow-up sequences.
- Initial Deal Triage: Pulling basic property details (tax records, square footage, year built) and putting them into a preliminary property brief before the investor makes the sales call.
- Cash Buyer List Building: Scraping local cash sales, skip-tracing recent cash buyers, and continually updating the investor's VIP buyer database.
- Deal Marketing: Creating the property marketing package (photos, estimated repairs, ARV) and blasting it to the cash buyer list.
- Assignment Paperwork: Drafting the initial Purchase and Sale Agreement (PSA) with the seller and the Assignment of Contract for the end buyer.
- Title & Escrow Coordination: Liaising with investor-friendly title companies to manage the specific mechanics of assignment fees, double-closes, and blind HUDs.
- Earnest Money Tracking: Ensuring the end buyer deposits their non-refundable earnest money within the strict 24- to 48-hour deadline.
The BRRRR / Fix & FlipAcquisition & Rehab Support + Rent & Refinance$1499 per month full service
BRRRR investors need heavy operational support between the purchase and the tenant move-in. This package functions as remote project management for construction and rehab.
- Preliminary Underwriting Support: Pulling initial comparable sales (comps), checking local rental rates, and setting up the ARV (After Repair Value) spreadsheet so the investor can make fast, data-backed offers.
- Contractor Sourcing & Vetting: Cold-calling local general contractors or trades, verifying their licenses and insurance, and collecting multiple bids against a standardized Scope of Work.
- Rehab Project Tracking: Managing the construction timeline in project boards like Asana, Monday.com, or Basecamp. Chasing contractors for weekly site photos and progress updates.
- Material Logistics: Sourcing and ordering finish materials (hardware, lighting, flooring, appliances) online for direct-to-site delivery or local store pickup to keep the crew moving.
- Budget Tracking: Reconciling contractor invoices against the initial rehab budget to track variances.
- The Appraisal Packet: Compiling before-and-after photos, the itemized rehab budget, the executed lease, and hand-picked neighborhood comps into a clean PDF presentation for the appraiser to justify the highest possible refinance valuation.
- Lender Coordination: Gathering the investor’s operating agreements, tax returns, hazard insurance binders, and title documents to expedite the cash-out refinance underwriting.
- Property Management Setup: Transitioning the stabilized asset directly into property management software like AppFolio, Buildium, or Rent Manager, establishing the tenant ledger, and setting up auto-pay.
- Utility Management: Ensuring water, gas, and electric are transferred from the investor's construction LLC into the new tenant's name immediately upon move-in.
Accounting
Accounting$1799 for the full service
1. Daily Property Bookkeeping & AP/AR
This phase focuses on the day-to-day transaction management within property management platforms (such as AppFolio, Rent Manager, Buildium, or Re-Leased) and general ledger software.
- Rent & Income Tracking: Accurately recording all incoming rental payments, applying late fees, and updating tenant ledgers.
- Accounts Payable (AP) Processing: Entering invoices from maintenance vendors, contractors, and utility companies into the system, routing them for onshore approval, and queuing up payments.
- Expense Categorization: Ensuring routine maintenance, repairs, property taxes, HOA fees, and insurance payments are tracked and recorded to the correct property and expense category.
- Vendor Compliance: Collecting and maintaining W-9s and updated insurance certificates for all contractors before payments are released.
2. Month-End Close & Trust Accounting
This phase ensures the integrity of the books and compliance with state-specific real estate regulations regarding client funds.
- Bank & Credit Card Reconciliations: Matching all daily transactions to verify that the software ledgers perfectly match the bank statements.
- Security Deposit & Escrow Management: Tracking tenant security deposits and earnest money to ensure client trust accounts remain compliant with governing regulations.
- Owner Distribution Preparation: Calculating net income for property owners and queuing up the monthly owner draws for the onshore broker or manager to authorize.
- Mortgage & Loan Tracking: Recording monthly loan payments and splitting the interest and principal allocated to each specific property mortgage.
3. Portfolio Controllership & Investor Reporting
For clients managing syndications, multi-family units, or complex holding structures, this tier provides high-level financial oversight.
- Financial Statement Generation: Generating detailed, property-by-property Profit & Loss statements, Balance Sheets, and Cash Flow reports for senior management.
- Investor Administration: Preparing investor capital calls, calculating distributions, and drafting quarterly statements for passive investors.
- Budget vs. Actual Analysis: Running monthly variance reports to compare actual property expenses against the forecasted operating budget.
- CAM Reconciliations: Calculating Common Area Maintenance (CAM) charges and tracking intercompany billings for commercial or mixed-use portfolios.
4. Pre-Tax Preparation & CPA Support
While an offshore accountant cannot legally file domestic taxes, they provide the essential "clean-up" work that saves the client thousands of dollars in billable CPA hours.
- CPA Packet Creation: Preparing year-end financial documents, schedules, and clean balance sheets to hand off to the domestic tax professional.
- 1099 Preparation: Compiling all vendor payments throughout the year and formatting the 1099-NEC data so the onshore team can instantly execute the filings.
- Depreciation Tracking: Organizing data related to capital expenditures, major property improvements, and fixed assets to assist the CPA in calculating depreciation schedules.
Strict Operational Boundaries for Offshore Accountants
To maintain financial security and legal compliance, the offshore service package must strictly outline what the team member will not do:
- No Releasing of Funds: The offshore accountant can queue up wires, ACH transfers, and checks in the software, but an onshore principal must always press the final "approve/send" button.
- No Tax Filing or Legal Advice: The offshore accountant does not sign state or federal tax returns (e.g., Schedule E, Form 1065) and does not provide binding local tax strategy.
- No Physical Banking: They cannot handle physical mail, deposit paper checks at a local branch, or act as a local registered agent.
Included in every package
What clients say
“You are truly the lifeblood of my company. Your consistent excellence in our core support operations is invaluable. I have complete trust in your ability to take ownership of critical tasks; when you are involved in a project, I can confidently shift my focus elsewhere, knowing it will be completed to the highest standard. A perfect example of this is your precise and efficient management of our customer billing. Your autonomy and reliability are massive assets to our team.”
Dado SlezakMultifamily Investor“Working with Rianne Estella has been an absolute game-changer for my real estate business. As a busy agent, having someone as sharp, organized, and reliable as Rianne handling transaction coordination and backend operations is invaluable. Rianne’s meticulous attention to detail, proactive communication, and deep understanding of real estate processes ensure that every deal moves seamlessly from contract to close. She anticipates potential roadblocks before they happen and handles every client and vendor interaction with absolute professionalism. If you are looking for top-tier operational support that allows you to focus entirely on growing your business, Rianne is simply the best in the industry. I couldn't do it without her!”
Wren FloydMyrtle Beach Realtor“Rianne demonstrates an unparalleled level of professionalism in every task. Whether it's managing listings, coordinating appointments, or keeping me informed — her attention to detail ensures no aspect of my operations goes overlooked.”
Esteban ReynaRealtor, Saoirse Realty“She has been instrumental in managing our investment properties. Her expertise extends to handling all aspects of Section 8 tenants, creating compelling listings, resolving tenant conflicts, and managing virtual showings with ease.”
Joshua & Shannon K.Investors, Starpoint Holdings LLC“Rianne has excellent skills and is very willing to build on those skills. Her communication within the company and outbound to clients is top notch. She has helped our company grow while being a pillar of support.”
Paul BlairBroker, GreySq“Rianne is an excellent transaction coordinator. Highly recommend!!”
Nate EazorRealtor“If you want an answer or get help within the same minute — hire Rianne. She is that fast! Amazing service.”
Zenek TronicekCalifornia DRE #02062603Frequently asked questions
Who carries out the work?
Is any training required of the client?
What hours are covered?
Does the team communicate directly with buyers, sellers or tenants?
Which software does the team work in?
How many clients does each manager look after?
What happens if a team member is unavailable or leaves?
What happens if a process falls short?
Does the team operate within the client's systems and email?
How does an engagement begin?
Schedule a consultation
- Twenty minutes, with no obligation
- Concludes with a package recommendation and a fee
- Onboarding begins within days of confirmation
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