How a 4-person team eliminated the “What did we forget?” panic with ListedKit AI
Company
Nancy Chu Homes
Team
4 members
Location
New Jersey
The Team
Nancy Chu Homes is a real estate team serving North Jersey's Bloomfield, Montclair, and Glen Ridge markets. With Rafael Ricci running operations, the team is a lean four-person operation. Operating in New Jersey, an attorney state where every transaction goes through attorney review, contracts don't just get signed and filed. They get rewritten, amended, and complicated by attorney riders that change timelines mid-deal.
The Challenge
Before ListedKit, Raf was the bottleneck. Every contract that came in, every attorney rider, every amendment, he had to read it, interpret it, and tell everyone else what to do. The virtual assistant couldn't independently make sense of attorney correspondence. The legal language was too dense, the implications too specific. So everything funneled through Raf.
The team had tried to systematize their process. They built a Google Form to collect property details from agents (septic or sewer? well water or public?), burning everyone's time on questions the MLS could answer. They tried Asana. They tried Sisu. Neither stuck.
They'd given up on transaction management software and fallen back to a custom Google Sheet with red-and-green status boxes. It worked, but it depended entirely on Raf reading everything and the virtual assistant watching the sheet five days a week.
“It was me or the TC looking at every email, then updating a calendar. That was the whole process.”
The Decision
The breaking point came when Raf was onboarding the virtual assistant into the transaction management workflow. The VA is sharp and capable, but English isn't his first language, and parsing attorney correspondence in a New Jersey real estate transaction is a challenge even for native speakers. Raf needed a tool that could take what an attorney sends, translate it into plain language, and lay out the tasks so the VA could run with it independently.
Before ListedKit
- Director of operations reading every contract and telling everyone what to do
- Virtual assistant couldn't parse attorney correspondence
- Tracking deals in Google Forms and custom spreadsheets
- Team fully dependent on one person for contract interpretation
- No standardized process (tried Asana, Sisu, gave up)
After ListedKit
- Ava reads contracts and extracts key details automatically
- Attorney language translated into plain-English task lists
- Every deal builds a timeline and calendar automatically
- Virtual assistant manages transactions independently
- Consistent workflow applied to every deal with Ava learning preferences
The Solution
Raf sends contracts, attorney riders, lead disclosures, and MLS data to Ava. Ava reads them and extracts the key details, builds the timeline, and creates a task list in plain English.
When an attorney sends correspondence moving a deadline from the 14th to the 28th, Raf doesn't have to read the email, calculate the new timeline, and update the calendar manually. He gives it to Ava, which updates everything and lays it out so the virtual assistant can act on it.
Ava also learned the team's preferences. After being told once to check the MLS for public water and public sewer, and skip the septic and well tests when they're not needed, it applies that logic to every future transaction automatically. No more Google Forms asking agents redundant questions.
The Follow Up Boss integration means contact details pull in automatically, so no one fumbles a phone number or email address. Ava builds the calendar, the virtual assistant manages the tasks, and the agents get deadline reminders without anyone doing it manually.
“You know how you have a limited number of decisions in a day? It's why presidents only wear one suit. I don't have to be the one reading every contract anymore. Which is huge.”
The Results
Raf stopped reading every contract and got 2 hours back every day
2 hrs/day
Raf now spends his time on marketing and SOPs instead of babysitting deals
Free to grow
Raf only gets pulled in for the weird questions now, not the routine ones
Exceptions only
Raf estimates he gets at least an hour back every day, and his TC saves another hour. That's two hours of contract reading, deadline calculating, and task delegation that simply doesn't require a human anymore.
More importantly, Raf is no longer the single point of failure. The virtual assistant manages transactions independently using Ava's plain-language outputs. When something genuinely unusual comes up (the weird questions, the edge cases), that's when the VA escalates to Raf. Everything else runs without him.
The freed-up time goes to work that actually grows the business: marketing, building SOPs, structuring the virtual assistant's week. Raf went from reading every contract to building the systems that let his team run without him.
“I'm for the weird questions now, not 'is our inspection on Tuesday?'”
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