The Ultimate Guide to Finding a Real Estate Assistant

In the fast-paced, bustling world of real estate, where every minute counts and every detail matters, a real estate assistant can be essential for busy professionals on their journey toward success.

Whether you need to fill real estate office jobs like managing the front desk, more administrative work like coordinating schedules, or even a real estate showing assistant to ensure the seamless execution of a property showcase, these individuals are the unsung heroes of the industry. 

The perfect assistant will function as the multitasking maestro who can harmonize the cacophony of daily tasks into a symphony of organized efficiency.

But what exactly is a real estate assistant, and what can they do for a business?

In essence, the roles of real estate personal assistants are as dynamic as the industry itself, encapsulating an array of responsibilities that facilitate the smooth operation of real estate businesses.

Real estate assistants can handle administrative duties, client communication, scheduling, and sometimes even marketing efforts.

They can be considered as the mortar that holds the bricks of a real estate business together, providing the bolster that agents and brokers need to focus on what they do best—closing deals and shaking hands.

The importance of having a real estate assistant cannot be overstated for businesses of a certain size. Whether you’re a full-time operative or a part-time agent, there comes a point where real estate professionals need an extra set of hands.

With the always-growing complexity of real estate transactions and the ever-increasing demand for swift, high-quality service, agents and brokers are finding it more challenging to spin all the plates of a business alone. 

That’s where a real estate assistant can come in.

These professionals can step into the gaps in an agent’s performance, providing the necessary leverage to amplify overall productivity and efficiency.

By offloading time-consuming administrative tasks, agents are free to dedicate more time to client acquisition, property listings, and, ultimately, driving sales, which are the vital revenue-generating aspects of their business.

In today’s market, filling some realtor assistant jobs can be the differentiator between an agent who is merely surviving and one who is thriving.

The right assistant can bring some much-needed organization to chaos, clarity to confusion, and even infuse a personal touch that digital solutions alone cannot replicate.

Whether you hire an in-office professional or a virtual assistant working remotely, their contribution to the daily workflow is invaluable.

We’ve put together this blog explaining what makes assistants such a worthy investment for any real estate professional looking to elevate their business to the next level.

Roles and Responsibilities of a Real Estate Assistant

When breaking down a typical real estate assistant job description, they can often be described as a versatile player in the real estate industry.

The best assistants are adept at wearing multiple hats to ensure the business’s gears turn smoothly. We’ve broken down some of the core areas of their roles and responsibilities:

Administrative Tasks

A real estate assistant is often the backbone of administrative support.

They are generally the first point of contact for clients, setting the tone for professionalism and service while allowing for space between communications for the agent. 

Their administrative real estate assistant jobs typically include:

Scheduling Appointments: Real estate assistants efficiently manage the calendar of real estate agents, scheduling appointments, in-person showings, and property inspections.

Their meticulous attention to detail ensures no two appointments ever overlap, and each day is optimized for productivity.

Answering Phone Calls: The real estate assistant acts as a gatekeeper, fielding phone calls and providing preliminary information to potential clients.

This process is essential to ensuring important communications are concisely broken down and relayed promptly to agents and brokers.

Managing Emails: Assistants can often handle the influx of emails, sorting important messages from ones that don’t warrant responses.

After this, they can also reply on behalf of agents when appropriate, keep the inbox organized, and ensure no critical communication slips through the cracks.

Marketing Tasks

In marketing, a real estate assistant can amplify the presence of the real estate business across various channels. 

Assistants can increase an agent’s market awareness by:

Creating Flyers: Assistants often craft eye-catching flyers and other promotional materials for listings, open houses, and other events.

The best assistants will ensure the property is showcased in the best possible light.

Managing Social Media Accounts: It’s not uncommon for an assistant to take charge of an agent’s preexisting social media strategies.

Their responsibilities can include posting listings, sharing industry news, and engaging with the community to build a robust online presence.

Organizing Open Houses: Assistants will often coordinate the administrative logistics of open houses.

These tasks can be anything from ensuring that marketing materials are in place to arranging for refreshments, sign-in sheets, and follow-up materials.

Transaction Coordination Tasks

When it comes to transactions, the assistant can be the meticulous organizer who ensures every “t” is crossed and “i” is dotted. 

Transaction coordination tasks can include:

Preparing Contracts: Real estate assistants often deal with the particulars of contracts.

This can mean the preparation and reviewing of various documents to guarantee accuracy and completeness before they’re signed by involved parties.

Coordinating with Lenders and Title Companies: Assistants will often serve as the liaison between lenders, title companies, and clients.

They maintain open channels of communication, ensuring each step of the transaction is completed on time and that all parties are informed of progress.

Managing Deadlines: By keeping a watchful eye on the transaction timeline, real estate assistants monitor contingency periods and deadlines for their bosses.

They work in place to proactively manage tasks, ensuring agents can avoid any last-minute hand-ins.

In conclusion, the average real estate assistant is a multi-faceted professional whose role is crucial for enabling agents and brokers to perform at their best possible level.

Whether managing day-to-day operations, spearheading marketing efforts, or ensuring the seamless execution of transactions, their diverse set of skills and tasks is pivotal in propelling any real estate business forward.

How to Hire a Real Estate Assistant

Hiring an in-person real estate assistant can streamline your business operations effectively, but it’s essential to find the right candidate who can juggle the responsibilities effectively.

We’ve broken down some of the best practices you should use when going about the hiring process:

Identifying Tasks and Responsibilities

Start the process by mapping out a clear and concise list of tasks and responsibilities you expect the assistant to handle.

Are you searching for someone to manage your administrative duties, lead generation, transaction coordination, or all of the above?

Having a clear understanding of the specific needs of your business will be the guiding light for you in finding someone with the right skill set.

Creating a Job Description

Once you have a clear idea of the tasks you need completed, it’s time to draft a comprehensive job description. In this, you should clearly outline the role’s responsibilities, necessary qualifications, work hours, and any software or systems they should be familiar with.

Being as specific as possible can deter unqualified candidates and attract those truly fit for the job.

Posting the Job

With a well-crafted job description in hand, you can then post the position on online job boards, such as Indeed and LinkedIn, and real estate-specific employment websites, such as SelectLeaders.

In this process, don’t overlook the power of social media; platforms such as Facebook and Twitter can be excellent places to find prospective candidates, especially if they follow real estate-related groups and discussions.

Conducting Interviews

When candidates start applying, carefully review their resumes and cover letters to shortlist only the most promising individuals.

Throughout the interview process, ask specific questions that pertain not only to their experience and skills but also to their capacity to handle stress, multitask, and work within a team.

It’s also important to ask situational questions based on hypothetical scenarios to understand how they might handle certain tasks on the job.

Asking for References

Contacting an applicant’s references is crucial in the real estate business, where trust and reliability are paramount.

Make sure to ask for and follow up with all professional references to get a more realistic sense of the candidate’s work ethic, reliability, and ability to learn and adapt.

Training and Support

Once you’ve hired your real estate assistant, it’s your responsibility to invest in their training.

This doesn’t just mean giving them basic training on their day-to-day tasks but also immersing them in the company culture, any software tools used, and the specific ways your office runs its operations.

Provide plenty of support and be available to answer questions as they acclimate to their new role.

By taking the time to go through the process of hiring the right real estate assistant properly and providing them with the necessary support and training, you can bring in a productive and beneficial addition to your team.

Remember, the overarching goal is to find someone who can actively contribute to the efficiency and growth of your business while fitting in seamlessly with your existing team.

Where to Hire Virtual Real Estate Assistants

Virtual Real Estate Assistants (VREAs) can take on various roles, from administrative duties to lead generation, without actually having to come to work physically.

Hiring a real estate virtual assistant can provide valuable flexibility and efficiency for real estate professionals without the same hiring process. 

We’ve listed some of our most recommended platforms where you can hire a VREA, along with the positives of each service.

REVA Global

REVA Global is a virtual assistant service that specializes in offering remote support tailored to real estate investors and property management companies.

Their platform is designed to assist investors with tasks that don’t require an on-site presence, such as lead generation through cold calling, texting, and direct mail, administrative tasks, follow-ups, calendar scheduling, transaction coordination, social media management, property management tasks, and more.

Pros of REVA Global:                                                                                                                     

• Investor Trained: All virtual assistants undergo comprehensive training in real estate and property management systems, ensuring they are fully prepared before being assigned to clients.
  
• Fixed Pricing: REVA offers a consistent rate of $10.60 per hour, ensuring that whether you need a part-time or full-time virtual assistant, you always receive the best value.
  
• Included CSM Manager: Along with top-quality VA services, REVA includes a Client Services Manager (CSM) to help you manage your VA, adding an extra layer of support.
  
• Quick Replacement: If a virtual assistant isn’t meeting your expectations, REVA promises a prompt replacement, ensuring continuity in your real estate and property management operations.

REVA Global’s approach is designed to reduce the risks and costs typically associated with hiring new staff.

They offer competitive pricing and quick replacement options, and their virtual assistants are thoroughly trained to work with various real estate tools and CRMs, including RESimpli, allowing them to quickly integrate into your existing systems.

Wishup

Wishup is a virtual assistant platform that specializes in providing remote employees, many of whom are well-versed in real estate tasks.

Their platform largely caters to agents who need support with tasks that do not require a physical presence, such as calendar scheduling, CRM management, or social media marketing campaigns.

Pros of Wishup:

• Flexible Pricing Plans: Wishup offers a wide range of pricing models to cater to different business sizes and needs, making it accessible for solo realtors or larger agencies.
  
• 7-Day Free Trial: This free trial period allows real estate professionals to assess the virtual assistant’s fit with their business requirements without an upfront commitment.
  
• Quick Onboarding: With their rapid 24-hour onboarding process, you can ensure that your operations experience minimal disruption.
  
• Instant Replacement: If a virtual assistant is not meeting your expectations, Wishup promises to find you a swift replacement, which is crucial for maintaining consistency in real estate operations.

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Wishup’s model is designed to minimize the risk and investment associated with hiring new staff, offering a safety net through trial periods and quick replacement options.

Many of their virtual assistants are comprehensively trained to adapt to various real estate tools and software, ensuring they can seamlessly integrate with your existing systems in no time.

Transactly

Transactly stands out from the crowd as an innovative transaction coordination platform tailored specifically for real estate professionals.

It’s designed to streamline the transaction process without the need for you to hire a full-time virtual assistant, making it an ideal solution for brokers seeking to manage their listings and transactions efficiently and cost-effectively.

Pros of Transactly:

• No Cost: Transactly offers its core software free of charge, presenting a cost-effective solution for seeking a wide base of management professionals.
  
• User-Friendly Interface: The platform is built to be highly intuitive and straightforward, facilitating quick adoption and efficiency of use without a steep learning curve.
  
• Efficiency: With plenty of tools and a wide base of professionals to automate and organize transaction-related tasks, users can save time and reduce the risk of errors.
  
• Security: Recognizing the remarkably sensitive nature of real estate transactions, Transactly prioritizes some of the highest security standards to protect user data.

Transactly’s platform offers a compelling alternative for those who may not require the comprehensive services of a virtual assistant at all times but still need robust transaction coordination support.

With both Transaction Coordinators and VREAs, It’s suited for real estate professionals who are comfortable with self-service tools and wish to maintain a degree of hands-on control over their transaction processes.

Upwork

Upwork is a widely used global freelancing platform that connects businesses of all varieties with independent professionals across various fields, including virtual real estate assistance.

It’s particularly advantageous for small businesses or solo agents that require a flexible workforce to tackle diverse tasks without long-term commitments.

Pros of Upwork:

• Peer-Reviewed Assistants: Every virtual assistant on Upwork has a comprehensive profile complete with various client reviews and ratings, which helps in making an informed hiring decision.
  
• Diverse Skill Sets Available: Upwork’s vast marketplace includes numerous professionals with an array of skills, so you can find suitable assistance for virtually any task or project requirement.
  
• Global Talent Pool: With access to countless international workers, you can hire assistants from multiple time zones to ensure round-the-clock availability, finding talent with unique skills at competitive rates.
  
• Flexible Hiring Models: Upwork allows for hiring on short- and long-term contracts, giving you the flexibility to engage with assistants as per your immediate or ongoing business needs without ongoing commitments.

Upwork is a perfect choice for real estate businesses that require specific tasks to be completed on an ad hoc basis, along with those looking to scale up their operations with a flexible workforce.

Whether you need an assistant for a one-off project or an ongoing task, Upwork’s platform can connect you with the right talent quickly and efficiently.

Summit VA Solutions

Summit VA Solutions is another specialized provider of virtual assistant services, catering largely to professionals in the real estate sector.

The company is renowned for offering full-time VAs who are not only versed in general administrative tasks but also experienced in real estate duties.

Pros of Summit VA Solutions:

• Highly Experienced Virtual Assistants: Summit VA Solutions takes pride in providing qualified, experienced VAs who have proven track records in real estate-related tasks, ensuring that hires understand the nuances of the industry.
  
• Comprehensive Training: Their virtual assistants undergo thorough training and vetting, which means they should be ready to tackle real estate tasks from the start, minimizing the ramp-up time.
  
• Focused Expertise: Because Summit has many professionals focused on the real estate market, their VAs are often likely to be familiar with the specific tools, software, and processes used throughout the industry.
  
• Streamlined Service Delivery: The platform promises a seamless, user-friendly experience for clients, aiming to make the process of hiring and working with a VA as seamless as possible.

Summit VA Solutions is best suited for real estate businesses searching for assistants who can hit the ground running with little-to-no learning curve.

Their VAs cater to the high-paced and specific demands of the real estate industry, making them a reliable choice for agents and firms looking for dedicated virtual support.

Belay Solutions

Belay Solutions is recognized across various industries for its stringent hiring practices and a robust roster of virtual assistants highly qualified in a variety of fields, such as bookkeeping, social media marketing, web design, and other traditional VA roles.

Their rigorous, highly selective process of talent pooling is designed to ensure all their clients are matched with only the highest caliber of assistants.

Pros of Belay Solutions:

• Selective Hiring Process: With an acceptance rate that’s stated as being “more competitive than Harvard,” Belay ensures clients receive the best possible services from top-tier virtual assistants.
  
• Wide Range of Specializations: Whether you need help with financial particulars, building an online presence, or general day-to-day administrative tasks, Belay has VAs with expertise in those areas.
  
• Consistent Recognition: The company’s repeated inclusion in the INC. 5000 list is a clear testament to its sustained excellence and growth in the virtual assistance industry.
  
• US-Based Assistants: For American businesses that prefer domestic assistance for language, time zone alignment, or cultural familiarity, Belay’s U.S.-based VAs are an ideal fit.
  
• Stable Working Relationships: Belay’s business model encourages long-term working relationships, which means you’ll likely work with the same VA over time, fostering a sense of consistency and reliability in your business operations.

Belay is a fitting choice for real estate professionals who demand the utmost quality from their employees and are looking to establish a long-term working relationship with a virtual assistant.

Their overarching focus on creating enduring client-VA relationships means real estate agents, agencies, and brokerages can enjoy a more stable, productive partnership that moves with the tides of their evolving business needs.

Time etc

Time etc stands out in the virtual assistant market for providing highly robust services tailored to various professional needs, including comprehensive administrative support, detailed market research, and multichannel marketing services—each of which are particularly useful for real estate agents.

Established in 2007, Time etc has a long track record of providing reliable virtual assistance to businesses of all shapes and sizes.

Pros of Time etc:

• Domestic Expertise: The general availability of US-based virtual assistants ensures real estate tasks are handled with a good understanding of the local market and business practices.
  
• Flexible Hiring Options: Time etc is known for accommodating both part-time and full-time hiring, offering versatility depending on your business demands.
  
• Cost-Effective Solutions: The platform is designed to be budget-friendly and accessible, giving access to skilled assistance without the overhead costs of traditional employment.
  
• Straightforward Platform: Their intuitive user-friendly interface makes it extremely simple for clients to manage tasks and communicate with their VA.
  
• Risk-Free Start: The offer of a free trial period with this platform allows real estate agents to evaluate the VA’s fit with their business needs before making a commitment.

Time etc is an effective choice for real estate professionals at various stages of their careers who require flexible, cost-effective administrative support.

Their seasoned, highly qualified VAs, combined with the platform’s user-friendly nature, make it an attractive option for real estate agents looking to streamline their workload and focus more on their core, revenue-generating business activities.

Whether you need full-time assistance with daily admin tasks, regular in-depth research for your listings, or a short-term marketing push for your properties, Time etc provides a scalable solution to meet your requirements.

Conclusion

The role of a real estate assistant, whether virtual or in-person, extends far beyond just administrative tasks; it encompasses a position that can elevate the operational efficiency of any practice.

The right assistant steps into their employer’s world, relieving the pressures of day-to-day tasks, empowering stronger client relationships, and fostering an environment of productivity and satisfaction.

Takeaway:

Employing a real estate assistant not only streamlines workflow but also enhances customer service, providing the much-needed bandwidth that agents need to concentrate on closing deals and scaling their business.

With various tasks ranging from listing coordination to client follow-ups, the assistant acts as the agent’s right hand, ensuring no details are missed.

In conclusion, embracing the support of a real estate assistant can lead to a more organized, efficient, and ultimately successful real estate business.

As the industry continues to evolve, those who leverage this kind of support are often the ones who can stand out in a crowded market, deliver the best service, and sustain long-term growth.

For more on the real estate industry, check out our blog today.