Hiring a Real Estate Virtual Assistant | ClearDesk
- Nov 3, 2024
- 9 min read
Updated: Jan 22
Table of contents
Key highlights
Hiring a real estate virtual assistant can streamline administrative tasks for real estate professionals.
Real estate virtual assistants provide valuable support to enhance efficiency and workflows in the real estate business.
They help improve client experiences, allowing agents to focus more on building relationships and providing better customer service.
Important services offered by real estate virtual assistants include managing listings, coordinating showings, CRM management, and marketing support.
Hiring a real estate virtual assistant benefits businesses by boosting productivity, improving response times, and offering expertise in lead management, industry software, and nurturing relationships.
A step-by-step guide is provided to help in hiring and onboarding the right real estate virtual assistant for specific business needs.
If you're in the real estate industry, between daily tasks and client demands, it can feel like there's never enough time in the day. That's why many real estate professionals are turning to virtual assistant services for support. These skilled assistant bring a wide range of services to the table, from managing social media to driving lead generation.
With the right virtual assistant, real estate agents can focus on what they do best, which is building client relationships and closing deals. Understanding the value of hiring a real estate virtual assistant could be the key to improving your operations and boosting client satisfaction.
Real Estate Virtual Assistant Task List (by role + tools)
What is a real estate virtual assistant?
A real estate virtual assistant (VA) is a remote team member who supports agents and brokerages with administrative, marketing, and sales-support tasks, without performing licensed activities. At ClearDesk, we often refer to our talent as “remote team members” because of the value they bring; they’re true extensions of your team, not just assistants. For clarity in this article, we’ll refer to them as virtual assistants (VAs). They manage the operational workflows that keep your business running while you focus on client relationships and closing deals.
Task breakdown by function
Below is a structured breakdown of responsibilities real estate VAs typically handle, organized by business function and expected outcomes:
Function | Key Tasks | Tools/Platforms | Outcome |
Lead Intake & Follow-Up | • Respond to inbound leads within 5 minutes • Qualify leads via phone/email • Schedule buyer/seller consultations • Send follow-up sequences to cold leads • Log all lead activity in CRM | Follow Up Boss, Kvcore, LionDesk, Zillow Premier Agent | Improved speed-to-lead, higher conversion rates, cleaner pipeline |
CRM & Database Management | • Tag and segment contacts by stage (hot/warm/cold) • Update property preferences and notes • Set reminders for agent touchpoints • Run monthly database hygiene audits • Create saved searches and auto-drip campaigns | Salesforce, HubSpot, Contactually, Realvolve, BoomTown | Organized database, timely follow-ups, better client retention |
Listings & Transaction Coordination Support | • Draft MLS listing input (photos, descriptions, features) • Coordinate photographer/videographer scheduling • Manage showing schedules and feedback collection • Track contract dates and contingency deadlines • Prepare transaction checklists and document requests | MLS platforms, Dotloop, DocuSign, SkySlope, Transaction Desk | Faster listings, fewer missed deadlines, smoother closings |
Marketing & Content Operations | • Schedule social media posts (listings, market updates, testimonials) • Design Canva graphics for Instagram/Facebook • Send email newsletters and review requests • Update website IDX listings • Monitor and respond to online reviews | Canva, Buffer, Hootsuite, Mailchimp, Constant Contact, WordPress | Consistent online presence, improved brand visibility, more referrals |
Scheduling & Client Communications | • Confirm showing appointments with buyers/sellers • Coordinate vendor access (inspectors, appraisers, contractors) • Send appointment reminders via SMS/email • Manage open house RSVPs and sign-in sheets • Handle routine client inquiries (non-advisory) | Calendly, Acuity Scheduling, Google Calendar, AppFolio (for property management) | Better client experience, fewer no-shows, streamlined communication |
Reporting & Operations | • Compile daily lead activity reports • Track call/email logs and response times • Generate weekly pipeline snapshots • Report open house attendance and feedback • Monitor KPIs (conversion rates, days on market, etc.) | Google Sheets, Airtable, Databox, CRM dashboards | Data-driven decisions, accountability, performance visibility |
Delegation checklist: What to hand off first (Week 1)
Use this checklist to prioritize tasks when onboarding your VA:
Set up CRM access and walk through your tagging/stage system
Delegate inbound lead responses (email/text templates provided)
Assign calendar management for showings and consultations
Hand off social media posting schedule (provide content calendar)
Request daily lead activity summary by end of business
Share MLS login for listing input support (if applicable in your state)
Provide access to transaction management platform for deadline tracking
What a VA should NOT do: Licensed activity boundaries
To maintain compliance and set clear expectations, real estate VAs should not perform the following tasks (requirements vary by state, consult your broker):
Negotiate offers or contract terms on behalf of the agent or client
Provide pricing opinions, market valuations, or investment advice (CMAs, BPOs)
Show properties independently without the agent or a licensed team member present
Sign legal documents or represent the brokerage in official capacities
Discuss commission structures or splits with clients or other agents
Make final MLS submissions without agent review (VA can draft; agent approves)
Best practice: Always clarify licensed vs. non-licensed tasks with your broker and provide your VA with a "scope of work" document during onboarding.
Understanding the value of a real estate virtual assistant
The real estate market is highly competitive. How do you stand out? The answer is simple: focus on your clients.
How can you focus on your clients? By hiring virtual assistants to offload administrative tasks , manage paperwork, and streamline communication, you can dedicate more time to building client relationships and closing deals.
Real estate virtual assistants help make work easier and improve experiences for clients. They manage variety of tasks like listings, set up showings, take care of project management and CRM systems. Their expertise cover many areas, including customer service and marketing support.
This helps businesses by increasing productivity and speeding up response times.
To see the value of a real estate virtual assistant, think about how they improve efficiency and client interactions.
Streamlining workflows for enhanced efficiency
Using a virtual assistant for real estate can enhance and expedite your work. These assistants are great at handling specific tasks like data entry, calendar management, and administrative support. When agents give them routine tasks, they can concentrate on more important work.
This helps increase overall productivity. Also, virtual assistants can help team members communicate better. This leads to smoother real estate transactions. With their help, you can take your business to the next level.
Improving client experiences and agent focus
Real estate virtual assistant can improve client experiences. It helps agents focus on what matters most which is nurturing relationships with new and existing clients. They can have better client interactions by providing personal follow-ups and scheduling appointments.
This way, clients receive quick answers and good service. It makes them happier. At the same time, agents can spend more time building client relationships, closing deals, and growing their business. This boosts their productivity and success in the market.
Key services offered by real estate virtual assistants
Managing listings and setting up showings are very important tasks for virtual real estate assistants. They are also good at managing customer relationships and providing marketing help. These experts can handle tasks like data entry, managing calendars, and keeping track of properties very well.
Agents can prioritize developing client relationships and maintaining smooth communication within the team by utilizing their real estate skills . Virtual assistants combine good administrative support and technical skills to make handling various tasks easier.
Managing listings and coordinating showings
Effective virtual assistants are great at managing listings and organizing showings. They make these tasks easier, so properties are shown well. They assist agents by handling data entry, calendar management, and communication, allowing agents more time to finalize deals.
Utilizing their expertise in real estate software, they enhance property listings and facilitate seamless showings, thereby enhancing the overall client experience. Their role in organizing showings is crucial for successful transactions.
CRM management and marketing support
A real estate virtual assistant can be very helpful in managing client information and providing marketing support. They help organize client data and make sure follow-ups happen on time. They also manage marketing campaigns. They improve brand visibility and engagement by utilizing their CRM platform skills and managing social media.
A virtual assistant skilled in lead generation and customer service can also boost overall marketing efforts. Their help in organizing communication and keeping social media accounts updated allows agents to focus more on important tasks in their business.
The benefits of hiring a real estate virtual assistant
Hiring a real estate virtual assistant can help boost productivity and make response times faster. These assistants are good at managing leads and know how to use important industry software.
They can handle many tasks, like data entry and taking care of client relationships. This allows real estate professionals to focus on what matters most. With their help in property management, marketing efforts, and smooth communication, real estate transactions can go smoothly.
Increased productivity and response times
Hiring a real estate virtual assistant can significantly enhance your productivity and efficiency in your business. They excel in managing administrative duties, lead generation, and customer service.This helps you focus on the important parts of your real estate business.
With their skills in managing different services well, you can see a boost in how productive and responsive you are. Using a virtual assistant can help you take your operations to the next level.
Effective lead management and industry software expertise
Use your real estate virtual assistant to help manage leads and use industry software to boost your business success. They are great at lead generation and managing customer relationships. This helps keep your pipeline strong.
With their skill in real estate software, they make processes easier for smooth transactions and better results. By letting them handle these important tasks, you can save time for making smart decisions and connecting with clients. This will take your real estate business to the next level in efficiency and profit.
Step-by-step guide to hiring your first real estate virtual assistant
We've identified the important steps you should include in your plan on hiring an assistant. Below are some key steps to follow when hiring and onboarding your first real estate virtual assistant.
Step 1: Assessing your business needs
Think about the current issues in your real estate business. Look at tasks like data entry and appointment scheduling. These can take a lot of your time. Check your team's workflow to find areas where things may slow down. Find tasks that a virtual assistant could help with.
Consider your business needs, such as lead generation support, social media management, or improvements in customer service. Knowing what you need is important. This will help you find the right virtual assistant company for you.
Step 2: Identifying tasks to delegate
Assess your business to see what tasks you can hand off. Look at admin jobs such as data entry, managing your calendar, and lead generation. Figure out where a virtual assistant could help you work better and assist your team with client relationships and property management.
Focus on tasks that match your business goals and what a real estate assistant can do well. Remember, giving away routine tasks can give you more time to concentrate on the important parts of your real estate business.
Step 3: Finding the right virtual assistant company
Research and look at virtual assistant companies that focus on the real estate sector. Think about the services they offer, how they work, and their experience with real estate software.
Find a company that meets your needs and helps with your business goals. For example, ClearDesk provides highly specialized training to their real estate VAs. These include lead generation, social media management, and related software like Compass and Side. Choose the best fit that can help grow your business to the next level.
Step 4: Onboarding and Integrating into your workflow
Make sure the integration goes smoothly. Provide clear instructions and access to the tools needed. Set up ways to communicate and introduce the virtual assistant to your team members.
Clearly explain tasks and expectations to match your business goals. Plan regular meetings to check on progress and give feedback quickly. Encourage open talks for any changes needed during the onboarding process.
Ready to hire and onboard your assistant?
Hiring a real estate virtual assistant can change how you run your business. They are skilled in many important tasks. This includes lead generation and social media management. With their help, you can take your business to the next level. They can handle administrative tasks and build better client relationships.
Stay focused on growing your business and hitting your goals. Partner with a virtual assistant company like ClearDesk, our real estate–trained VAs handle listings, showings, CRM, and marketing so you can move faster and serve clients better. It’s a straightforward way to work more efficiently and win more deals.
Frequently asked questions
What tasks can a real estate virtual assistant handle?
A real estate virtual assistant can take care of many tasks. They can manage listings, help set up showings, and handle customer relationship management (CRM). They also provide support for marketing. With their knowledge of industry software, they boost productivity, improve response times, and manage leads effectively.
How can I find a qualified real estate virtual assistant?x
Start by clarifying your business goals and the tasks you can delegate, lead intake and follow-up, CRM hygiene, listings/showings coordination, social media, and reporting. Then choose a partner that specializes in real estate. ClearDesk matches you with pre-vetted, real estate–trained VAs and manages a smooth, documented onboarding, tool access, workflow setup, and communication cadence, so your assistant is productive from day one.
What qualifications or skills should I look for when hiring a real estate virtual assistant?
When you hire a real estate virtual assistant, prioritize core qualifications: CRM proficiency, clear communication, attention to detail, and the ability to manage listings, coordinate showings, and support marketing. Real estate experience is a plus, but not required if the assistant brings strong, transferable admin and customer service skills. At ClearDesk, we rigorously pre-vet for aptitude and then provide specialized training in top CRMs and transaction tools, along with playbooks and ongoing support so your VA can plug into your workflows quickly and add value from day one.
