The Complete Guide to Hiring a Real Estate Virtual Assistant

Successfully hiring a real estate virtual assistant depends on proper testing and vetting during the recruitment process, and understanding what services a real estate virtual assistant can do for Realtors and investors. We’ll explain everything you need to know about real estate virtual assistants and what they can do, as well as pricing for VAs both at home and abroad in this article.

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What Is a Real Estate Virtual Assistant?

A real estate virtual assistant is a remote based assistant who helps real estate agents and investors with any task that can be done by phone or on a computer. A real estate virtual assistant can be based domestically or abroad in lower cost countries like the Philippines or India.

Real estate virtual assistants are specialized workers with real estate industry experience, and will generally save real estate professionals time because they will not need to be trained in the basics.

Successfully hiring a real estate virtual assistant depends on proper testing and vetting during the recruitment process, and understanding what services a real estate virtual assistant can do for Realtors and investors.

For example, you won’t have to explain what the MLS is or the difference between a listing agent vs selling agent to them. This way, you can get started right away with showing them the tasks you actually want done, vs explaining basic industry jargon.

Pro Tip: What is a virtual assistant to begin with? Read our overview if you’re new to business process outsourcing and learn what a virtual assistant is and what they can do.

Typical Real Estate Virtual Assistant Services

Real estate virtual assistant services truly include anything that you do repetitively or on a day to day basis on a computer or by phone. In fact, the only tasks that a real estate virtual assistant cannot do are ones where someone is required to show up physically.

Successfully hiring a real estate virtual assistant depends on proper testing and vetting during the recruitment process, and understanding what services a real estate virtual assistant can do for Realtors and investors.

However, many states have licensing laws which prevent unlicensed assistants from showing properties in the first place, so you would need a licensed assistant for many in-person tasks anyway. Furthermore, licensing in many states such as New York is restricted to US citizens or permanent residents who also have state identification such as a driver’s license. As a result, it’s virtually impossible to have a real estate virtual assistant be licensed anyway.

Despite licensing barriers to entry, real estate virtual assistants can help real estate agents with a variety of mundane and routine tasks as long as they can be shown and explained. Here are a few examples of what a real estate virtual assistant can help with.

Uploading New Listings – Never upload a listing onto the MLS again. A real estate virtual assistant can upload all of your new listings once you have a signed Exclusive Right to Sell Listing Agreement in place. He or she can send you a summary or screenshot once finished for you to spot check the results. Over time, after your assistant has proven him or herself to you, you might even stop having to check at all!

Making Listing Updates – Nothing is more annoying that having to make listing updates at random hours of the day, especially if you have many listings to deal with. It breaks your workflow by having to log in and make edits to listings, especially if you’re not by a computer. However, with a real estate virtual assistant logged in at their desk throughout your working day, you can simply ping him or her to make listing updates for you. If you’re savvy enough, you could even concoct a way for listing updates that your team makes to automatically be submitted to your real estate virtual assistant.

Answering Your Phone – Nothing is more disruptive than having the phone ring. Even though most people do not bother picking up calls from unknown numbers these days, real estate agents for the most part still have to. What’s more annoying than getting a call and having it be almost always another agent trying to get more information about your listing for their potential lead? Get around this annoying problem by having a fluent, English speaking real estate virtual assistant pick up your phone, take messages and alert you to important calls. This way, you’ll know if it’s a direct buyer who’s just called, and you can call that direct buyer back right away!

Managing Emails – Having someone manage your inbox is the final frontier. This takes a bit of trust, but if you can nail this then you’ve freed yourself from one of the most time consuming tasks invented by man. How much time would you save if you didn’t have the urge to check your emails every few minutes? What if you didn’t have to worry about getting back to inquiries right away because your real estate virtual assistant is handling all of your emails? He or she can have template responses for a variety of situations to use initially, and ideally over time can adapt personalized responses depending on the situation.

Customer Service – If you have a large enough real estate operation going on, you may already be using customer ticketing software such as ZenDesk or FreshDesk. If so, you definitely need to hire a virtual real estate assistant to handle your customers’ tickets and support requests. This can be as simple as routing all listing update requests from customers through to one of these systems and having your virtual assistant handle it. Of course, if you don’t get that many customer service requests and only one assistant can handle the flow, you could just set up a support email address that your real estate virtual assistant manages. However, if you run a large team of say 50 agents, you might have so many customer service tickets that you’ll need multiple support agents to handle everything on one of those customer ticketing systems.

E-Signature Software – Never send out a listing agreement or an agency disclosure form again. Let your real estate virtual assistant who’s already familiar with e-signature software such as DocuSign and HelloSign do that for you. You can even set up templates with the aforementioned software where the assistant can’t even edit the language of the agreements. How relaxing will it be to finish a call with a new potential client knowing that your assistant will be handling all of the follow-ups?

Newsletters – You can easily set up a template or default style for your real estate virtual assistant to use for your monthly newsletter and your new listing email blasts. Only the monthly newsletter may require some custom content; however, that can precluded if you simply have the monthly newsletter be a re-hash of new blog posts that you put out that month. This way, your real estate virtual assistant can simply include the first sentence or two of each blog post with a link to that post in your newsletter. Very little discretion required.

Listing Promotion – You can easily set up a template message for your real estate virtual assistant to use when reaching out to agents with similar listings as your own on the market. This way, you can have someone else manually reach out to other listing agents to alert them about your listing, and to ask if they have any buyers for you. This is actually highly effective, especially if you reach out on their listing and it looks like an inquiry to them. They’ll at the very least read it, and by default will have your listing in the back of their mind.

Lead Follow-Up – Following up on real estate leads is one of the hardest and most nuanced tasks in the industry where even seasoned Realtors have trouble getting it right. We recommend having a set of template recurring and delayed pitch emails for your real estate virtual assistant to send out automatically, ideally as soon as they see a direct buyer inquiry in your email inbox. Furthermore, they can add each lead’s email address into your drip email marketing campaign contact list which will ensure that the lead gets a barrage of emails from a different avenue as well.

Search Alerts – Your real estate virtual assistant can help you set up automatic search alerts for new potential buyer clients you’ve spoken with and who have agreed to see listing ideas from you. This can save you a lot of time and effort, especially if you’ve just expended your energy on a long call with a prospective buyer. However, just make sure your virtual assistant understands the geography of where you work. For example, it might not be immediately obvious to someone from the Philippines the difference between Gramercy and the East Village in NYC. You should also make sure that having an unlicensed assistant help with something like this is compliant with local real estate regulations.

Pro Tip: What is a virtual executive assistant and what’s the difference vs a regular virtual assistant? Read our article to learn more, especially if you’re looking for a generalist office admin to help you with a variety of tasks.

Virtual Real Estate Assistant Pricing

Virtual real estate assistant pricing varies dramatically depending on where your assistant is based. US, college educated virtual assistants can easily cost $30 to $40 per hour, and sometimes more. However, we think that while it’s nice to have someone with a native English accent, it’s definitely overkill if you have to pay that much just for a native accent.

Alternatively, you can hire a fluent, English speaking real estate virtual assistant based in the Philippines through Jobstob for a fraction of the price. On average, you can save 70% to 80% on employment expenses if you outsource with Jobstob. For example, a real estate virtual assistant that costs $20 a hour in the states would only cost you $6 a hour in the Philippines through Jobstob, which equates to 70% off US prices.

Pro Tip: Don’t fall for scams that bill you exorbitant rates for partial month packages and then bill you even more exorbitant rates for overtime. Instead, choose a pre-vetted candidate with industry experience through Jobstob to work for you full time. This way, you’ll have a low, fixed hourly rate for the entire month and you’ll never have to worry about your employee working for a competitor during their off time.

Hire a Real Estate Virtual Assistant

Hire a fluent, English speaking real estate virtual assistant based in the Philippines through Jobstob for a fraction of the price.

We’ve re-imagined and simplified business process outsourcing from soup to nuts. Start by browsing our extensive selection of video resumes, and contact us once you’ve found a candidate you like. Or, we’d be happy to do a custom search for you.

We’ll source, screen, interview and test candidates to make the best use of your time. Once hired, we’ll take care of everything from a free trial period to payroll, time tracking, compliance and HR so you can focus on growing your business.

Save 70% When You Outsource With Jobstob

Full-time, fluent, English speaking virtual assistants, designers, video editors and salespeople for $6 a hour.