Does your real estate agency need virtual assistants?

Virtual Real Estate Assistant
In this article:

Sure, software undeniably simplifies many aspects of the real estate industry. But as Bill Watterson so cleverly illustrated in a Calvin and Hobbes comic strip, progress often comes with trade-offs.

virtual assistant comic

Technology can accelerate business to lightning speed, leaving even the most equipped professionals scrambling to keep up. Interestingly, the very tech that creates this breakneck pace also offers a solution: virtual assistants.

What are virtual assistants in real estate?

When you think of a “virtual assistant”, you might imagine something futuristic, like Rosie the robotic maid from The Jetsons. In reality, a virtual assistant is a real, skilled individual providing freelance support remotely. Thanks to the internet, virtual assistants can perform almost any task imaginable, saving businesses the cost and space of setting up additional workstations or offices.

While not having someone physically in the office can present some challenges, the benefits of hiring virtual assistants often outweigh the drawbacks.

Benefits of hiring a real estate virtual assistant

1. Lower hiring risks

Virtual assistants typically negotiate their own wages and work remotely, eliminating the need for equipment or office resources. You can also hire them on a flexible, on-demand basis—whether for a short-term project or ongoing support.

2. Cost-effective support

In real estate, every deal can be worth thousands—or even millions—of dollars. By hiring a VA to handle repetitive or administrative tasks, agents can focus their time on revenue-generating activities, like meeting clients and negotiating deals. This makes a VA not just an expense but a strategic investment, especially in such a high-stakes, commission-driven industry.

3. No emotional strings attached

Virtual assistants are independent contractors, which means their work depends on your business’s needs. Ending a contract is less personal and involves fewer legal complications than parting ways with a traditional employee.

4. Simplified administration and payroll

Virtual assistants manage their own taxes, benefits, and equipment, reducing administrative overhead and streamlining your operations.

What do virtual assistants do?

A virtual assistant can handle a variety of tasks, freeing up your time for more critical responsibilities. Some examples include:

Managing time-sensitive tasks

A real estate VA can handle the tedious but essential tasks that come with every transaction, like preparing contracts, managing inspection schedules, and coordinating with multiple parties involved in a deal. Unlike other industries, real estate transactions are heavily detail-oriented, requiring precision at every step to avoid delays. A virtual assistant should ensure these processes run smoothly.

Lead generation and follow-up

Real estate leads often require consistent nurturing over weeks, months, or even years before they convert. A virtual assistant can stay on top of lead follow-ups, ensuring inquiries from open houses, property websites, and online ads are responded to promptly. They can also handle segmentation within your real estate CRM, prioritising hot leads while maintaining communication with long-term prospects. This is critical in a relationship-driven industry where follow-up timing can make or break a sale.

Market research and data analysis

Real estate is a hyper-local industry, and having someone dig into specific neighbourhoods, zoning changes, or shifts in buyer preferences can give you a competitive edge. A virtual assistant can research current market trends, analyse comparable sales, and monitor property values. This insight helps agents position properties competitively and provide valuable information to clients looking to buy or sell in a fast-changing market.

CRM and database management

A well-organised CRM is a goldmine in real estate, but it’s easy for agents to let it slip during busy seasons. A virtual assistant can take charge of maintaining your database, updating client records, setting reminders for follow-ups, and creating automation for milestone notifications. This ensures you never miss a chance to nurture relationships.

Social media and marketing

Real estate thrives on visibility, and social media plays a huge role in promoting properties and building a personal brand. A virtual assistant can create engaging content tailored to local buyers and sellers, such as listing promotions, virtual tours, or market updates. They can also handle paid ad campaigns to target specific demographics or neighbourhoods.

Scheduling and calendar management

Real estate agents juggle packed schedules, from client meetings to property showings and open houses. A virtual assistant can act as a gatekeeper for your calendar, scheduling appointments, coordinating with buyers and sellers, and avoiding double-bookings. They can even send reminders for critical deadlines, like contract contingencies or listing renewals, which are unique to the real estate process.

Understanding local market nuances

Unlike general VAs, real estate VAs often have industry-specific knowledge, like familiarity with MLS platforms, zoning regulations, or local property tax rules. They can also help agents navigate the nuances of unique market segments, such as luxury properties, commercial real estate, or investment opportunities, ensuring their support aligns with the market’s specific needs.

Where to find virtual assistants

Finding a virtual assistant tailored to your needs is easier than ever. Platforms like Upwork, Fiverr, and Freelancer offer access to a wide range of professionals. Take your time to review profiles, ratings, and reviews to find the best fit for your business.

You can also look into virtual assistant agencies that specialise in connecting Australian businesses with skilled VAs in the same or similar time zones. Another great option? Ask around. Local social media groups or personal referrals are often a reliable way to find help that’s already been tested by professionals in your industry.

Does your real estate agency really need a virtual assistant?

For real estate agencies managing large-scale operations, virtual assistants can be game-changers. If your team is handling a high volume of listings—such as 120 per agent—the administrative workload can become overwhelming. Tasks like entering data into real estate CRM like Rex can consume valuable time that could be better spent on client-focused activities.

Virtual assistants offer an affordable and efficient way to handle time-consuming tasks, especially during busy periods. They can serve as a stepping stone when you’re not ready to hire full-time staff but need extra support. Over time, as your needs grow, you can decide whether to transition to a permanent in-house hire.

Hiring a virtual assistant can help you streamline workflows, focus on higher-value activities, and effectively manage increasing workloads—all without missing a beat.

How to manage a virtual assistant effectively

Managing a virtual assistant effectively in the real estate industry, where each agency has its own processes, requires clear communication, tailored onboarding, and ongoing collaboration. Here’s how you can do it:

1. Start with a clear onboarding process

Since every agency operates differently, create an onboarding guide tailored to your workflows. Introduce your VA to your agency’s tools (e.g., CRM, MLS systems), communication platforms, and processes for tasks like lead management, transaction coordination, or social media updates. Walk them through real-world examples to show how things work in practice. This upfront investment ensures they understand your way of doing things.

2. Define roles and expectations clearly

Be specific about what you expect from your VA, both in terms of tasks and timelines. For example, if you want them to update property listings daily or send follow-up emails within 24 hours of a lead inquiry, make these expectations explicit. Use task management tools to assign and track responsibilities.

3. Communicate your unique workflows

Every real estate agency has its quirks—specific ways of handling client interactions, property marketing, or deal closures. Share these details with your VA so they can adapt. For instance, if you prioritise building long-term relationships, teach them how you follow up with clients post-sale. Regularly review how well they’re aligning with your processes and provide feedback.

4. Use technology to bridge the gap

Leverage tech to streamline collaboration, especially if your VA works in a different time zone. Use Slack or Microsoft Teams for quick communication, Zoom for regular check-ins, and cloud-based tools like Google Drive or Dropbox for document sharing. Ensure they have access to all the necessary software, like your CRM or property management platform, and provide training if needed.

5. Set up standard operating procedures (SOPs)

Document your processes in step-by-step guides for repetitive tasks, such as uploading property listings, managing leads, or creating social media posts. SOPs ensure consistency and make it easier to train new VAs or scale your team.

6. Hold regular check-ins

Schedule weekly or biweekly check-ins to review progress, discuss challenges, and set priorities. Use this time to address any questions they have about your agency’s processes and provide updates on your goals. These meetings help maintain alignment and foster a sense of teamwork.

7. Encourage feedback and collaboration

Invite your VA to share their insights or suggest improvements. Since they often work with multiple clients, they might have ideas for optimising workflows or using digital tools more effectively. Creating an open dialogue ensures they feel valued and engaged.

8. Track performance and celebrate wins

Monitor your VA’s performance through measurable outcomes, like how quickly they respond to inquiries, the accuracy of data entries, or the quality of social media content. When they perform well, acknowledge their contributions—whether it’s a simple thank-you message or a small bonus. Recognition helps build motivation and loyalty.

9. Adapt their role over time

As your agency evolves, your VA’s role should too. For example, if your agency starts handling luxury properties, train them in high-end marketing techniques. Or, if they excel in social media, consider expanding their role to include paid ad management. By aligning their responsibilities with your agency’s growth, you’ll maximise their impact.

10. Build a strong relationship

Treat your VA like an integral part of your team, even if they’re remote. Share updates about the agency’s successes, celebrate milestones, and involve them in team meetings when possible. A strong relationship builds trust and encourages long-term commitment.

Managing a VA effectively in the real estate industry boils down to clear communication, adaptability, and creating a collaborative environment. If done right, your VA can become a valuable asset who helps you scale your business efficiently while aligning with your unique workflows.

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