The back office does not get lighter because the month got busy. Four hundred CDAs is four hundred CDAs whether or not anyone has time for them. Receivables are harder than the volume suggests, and not because the list is long: it is uncomfortable to ask someone for money when you will see them in the hallway tomorrow morning. So the call that doesn’t get made in week one is the one that gets made in week six, and an assistant working the list is working a list rather than a relationship.
A Virtual MCA Assistant works for the MCA you already have — the CDAs, the receivables, the agent billing and the Command upkeep.
He handles all of our CDAs — this month we’ve had over 400 — and he reaches out to 60 to 75-plus people a month for accounts receivable.Victoria Williams, Market Center Administrator · Keller Williams Memorial
This is one seat of several. The others — agent services, marketing, recruiting and retention, education and events, leadership support — are on the market center back office page. Running more than one market center? There is a one-page brief on standardizing the back office across them.
Market center leaders search for a “virtual MCA.” The Market Center Administrator is an in-office staff role and not one that can be filled virtually, so that is not what this is. A Virtual MCA Assistant works for the MCA you already have: the CDAs, the receivables, the agent billing and the Command upkeep, entered and followed up on by someone whose whole day is that work.
Every assistant placed in a market center has already trained on KW Command, Commission Disbursement Authorizations and accounts receivable follow-up before touching office work — and can add our Business, Finance & Bookkeeping certification for deeper support on the financial side of the office.
Every Keller Williams market center virtual assistant we place has already made it through our screening and a mandatory 4-week training program — covering KW Command, Commission Disbursement Authorizations (CDAs), accounts receivable follow-up, and market center marketing support — before ever touching office work. Market center admins can also add our Business, Finance & Bookkeeping certification — covering bookkeeping fundamentals, QuickBooks ProAdvisor training, and payroll — for even deeper support on the financial side of running your office. Every VA is backed by a $1 million Errors & Omissions insurance policy, and because mastering one market center's workflow means picking up another quickly, we commit to 90% proficiency in your systems within 5 business days of starting with you.
Matching starts with your free Needs Assessment — a two-minute breakdown of where you actually need help. From there, every VA is screened with a DISC Assessment and a Keller Personality Assessment for fit and fast-learning ability.
Support continues after your VA starts, with check-ins at 14, 30, 60, and 90 days. If the fit still isn't right, swap in a different VA at any point, at no extra cost — no trial window, no fine print.
Most VA agencies lock you into tiered pricing, time-boxed trial guarantees, or a generic assistant with no industry training. VRA doesn't — backed by a $1 million Errors & Omissions insurance policy for added peace of mind.
Outsourced MCA services split cleanly into two columns. The left one is the work that travels. The right one is the work that does not, and saying so plainly is the point of this page.
“He handles all of our CDAs — this month we’ve had over 400 — and he reaches out to 60 to 75-plus people a month for accounts receivable. It’s been great to have that leverage.”
That market center now runs ten VRA assistants across its back office. The full account is in One Market Center, Ten Virtual Assistants.
The vocabulary here is Keller Williams because that is where the work started. The work itself is not franchise-specific.
KW Command and AccountEdge for the commission and billing side. Courted for the recruiting pipeline. AgentsOnly, BrokerKit, BrokerBot, Agent Forum and Listing to Leads for the agent in-process and out-process lifecycle. Zoho for Mentor Program and Preferred Partner records. QuickBooks where an assistant has the bookkeeping certification. The one your office runs is the one your assistant works in, and we commit to 90% proficiency in it within 5 business days.
No matter your industry or the skills your VA specializes in, pricing doesn't change — no tiers, no upcharges, just one flat rate for reserved hours, not a per-task menu. If you are budgeting across a season, the costs that don’t show up in the rate is the one worth reading first.
What the role covers, where its limits are, and how fast it starts working.
A Virtual MCA Assistant spends most of the day on the commission pipeline and the receivables. CDAs get created and uploaded in KW Command, with commission splits, deductions and mentor fees entered for the MCA to review, and revised when a deal changes. Receivables get worked as a list rather than as whoever comes to mind — at Keller Williams Memorial that is 60 to 75-plus agents a month. Agent billing and office bill invoicing run monthly in AccountEdge, and agent onboarding and offboarding get entered in the books and across the other systems the office runs. It is high-volume procedural work, which is why it goes badly when it is squeezed between interruptions.
The procedural half of a market center back office travels well: entry, uploads, revisions, receivables outreach, invoicing, record upkeep and reporting. The half that stays is the half that needs authority or judgment — review and approval, exceptions and write-offs, personnel matters, and the harder conversation when a receivable does not come in. The split is already built into how the work runs: the assistant enters the CDA, the MCA reviews it. Your MCA and leadership team still run the market center.
A Virtual MCA Assistant needs access to KW Command and your accounting system, at the permission level you decide. VRA assistants already work in KW Command and AccountEdge at market centers, alongside Courted, Zoho and the agent in-process and out-process systems. Access is granted by your office, scoped by your office and removed by your office. Every VRA assistant is backed by a $1 million Errors & Omissions insurance policy, and we will have an assistant sign an NDA whenever one is requested.
We commit to 90% proficiency in your systems within 5 business days of starting with you. Mastering one market center’s workflow means picking up another quickly, which is why that number is days rather than months. Check-ins follow at 14, 30, 60 and 90 days, and if the fit is not right you can swap in a different assistant at any point at no extra cost.
One assistant can carry both CDAs and accounts receivable at the volumes we have seen. At Keller Williams Memorial a single assistant handles over 400 CDAs in a month and works a receivables list of 60 to 75-plus agents. Where a market center adds a second assistant, it is usually for a different seat — agent services, marketing, recruiting, education and events — rather than to split the accounting.
A market center does not have to be Keller Williams. The vocabulary on this page is Keller Williams because that is where the work started — VRA was founded by a licensed Texas broker who leads the Keller Williams Memorial market center. Independent brokerages and other franchises run the same back office under different names: commissions get disbursed, agents get billed, receivables get chased, and new agents get set up across a dozen systems. The systems differ and the work does not.
VRA trains virtual assistants across industries — explore what a VA looks like for your line of work.
Reviewed by Michael Bossart, CEO & Founder, Virtual Realty Assistants · Last updated October 2026