10 Must-Dos: Hire and manage a real estate virtual assistant

This guarantee ensures that if you’re not thrilled with your VA—for any reason—we’ll find a replacement at no extra charge. And to sweeten the deal, we’ll throw in a week of complimentary VA service to ease the transition!

All this helps to find your ideal virtual assistant for real estate tasks 😌

👉 Related: Find a reliable Virtual Assistant with our help!

1. Sit down and identify your needs first

Start by taking stock of your current workload and figuring out which tasks could use a helping hand from a virtual assistant. Identify the areas where you could use some extra support—whether it’s in wrangling administrative tasks, handling customer support, or boosting your marketing efforts. 📈

Don’t forget to list down the key qualities you’re seeking in a VA, like a background in the real estate industry, top-notch communication skills, and a good grasp of real estate processes and tools.

2. Search through multiple channels

Casting a wide net is key when it comes to finding the right real estate virtual assistant. Whether you opt for reputable outsourcing agencies, dive into freelance platforms like Upwork or Freelancer, or rely on trusted referrals from colleagues and industry insiders, each avenue offers its unique advantages and considerations:

Outsourcing agencies: Working with reputable outsourcing agencies takes most of the stress out of your hiring process. They can help you find pre-screened and trained real estate virtual assistants who meet your requirements.

Some agencies (like us) even provide benefits and upskilling opportunities for your chosen VA.

👉 Related: How we pre-screen VAs for business owners

Freelance platforms: Platforms such as Upwork, Fiverr, or Freelancer offer a pool of virtual assistant talent. But keep in mind that freelancers vary in reliability and professionalism, so thorough vetting is essential. (more on that on #4 😉)

Referrals: Leverage recommendations from colleagues or industry professionals who’ve had positive experiences with virtual assistant real estate. This personal touch can lead you to reliable and trustworthy candidates.

3. In-depth interviewing

Take the next step by scheduling interviews with potential virtual assistants to get a firsthand look at their skills and suitability for the role. 💼 During these interviews, dive into their real estate background—inquire about specific projects they’ve handled, their familiarity with essential software and tools, and their approach to common real estate tasks.

Below are the VA panel interview criteria; feel free to grab this as your own interview guide!

This hands-on approach will not only help you gauge their expertise but also give you valuable insights into how they align with your specific needs and expectations.

👉 Related: Recommended VA Interview Questions (The Complete List)

And to gain a deeper understanding of their problem-solving abilities, ask how they typically handle common challenges encountered in real estate tasks. Encourage them to share specific examples, detailing the steps they took to overcome hurdles. This practical discussion not only sheds light on their resourcefulness but also showcases their adaptability in real-world scenarios.

4. Vet candidates with tests

Thorough vetting through tests is another must for you: this goes beyond the traditional interview format, providing hands-on insights into your candidates’ capabilities. 💪

• Test tasks: Consider assigning a small test task to evaluate the candidate’s ability to complete real estate-related assignments. This can help you assess their attention to detail, communication skills, and problem-solving abilities. Here are some ideas for a test task:
  • Listing Creation and Optimisation: Ask the candidate to create a property listing for a fictional real estate listing. This task can assess their ability to showcase property features, use compelling language, and optimise listings for online platforms.
  • Data Entry and Organisation: Provide a set of property details and ask the candidate to organise this information into a spreadsheet or database. This task can evaluate their attention to detail and organisational skills.
  • Email Communication: Assign the candidate to respond to a client inquiry or handle a specific real estate-related situation via email. Assess their communication style, professionalism, and ability to address client concerns effectively. 💯
  • Market Research: Ask them to fulfil a task that involves researching current market trends, property values, or competitor analysis in a specific location. This can demonstrate their research skills and ability to gather relevant information for decision-making.
• Personality and skills tests: Hire for attitude, not just skills! 👏 Utilise personality and skills tests to gain further insights into the candidate’s strengths, work style, and compatibility with you and your business environment.

👉 Related: How to Find the Best Real Estate VAs Today

5. Set all expectations during onboarding

This phase is more than just defining work hours and preferred communication channels. It’s about crafting a framework that ensures seamless interaction, efficient task management, and a secure handling of sensitive information.

Some items you should cover here are: work hours and availability, communication protocols, project updates, task management, data security, feedback mechanisms, emergency procedures, and opportunities for professional development in a remote setting.

6. Establish systems and processes

Hiring a real estate virtual assistant—or any type of VA—without the proper systems and processes in place will be a major headache. 😥 We’ve seen it happen again and again with our clients!

That’s why we help business owners establish workflows and procedures with the right technology and processes before finding a VA for them. Here’s a short video by our Managing Director Richard Phu explaining a bit more:

👉 Related: The Importance of Systems and Processes to Your Business

If you wanna get started on this on your own, here are 2 pointers:

Create workflows and SOPs: Develop clear workflows and standard operating procedures (SOPs) for the tasks your VA will handle. If you can, document step-by-step instructions to ensure consistency and efficiency in their work.

Proper Training: Provide comprehensive VA training on real estate tools, processes, and systems that your virtual assistant will be using. This may include training on CRM software, MLS systems, or property management platforms.

7. Nail down remote communication and feedback

Outsourcing Angel’s fun remote catch-ups are a monthly thing!

Maintaining regular communication with your virtual assistant real estate helps you stay on top of things before issues and concerns pop up.

With scheduled check-ins, email updates, or project management tool chats, you as the leader can stay updated on tasks, projects, and any changes in priorities.

Also consider scheduling regular 1:1 check-ins with your real estate VA to review progress, provide feedback, and address any questions or concerns. This is a chance to offer constructive feedback to your virtual assistant to help them improve their performance further.

👉 Related: Effective Communication with Filipino VAs

8. Follow data security measures

“Data security” is a big word, but implementing measures to protect your data and the privacy of your real estate clients can be as simple as: using secure file-sharing platforms and tools like BitWarden, turning on 2-factor authentication on your apps, and having a regular accounts audit (at least once a year.)

Establishing these guidelines and protocols helps protect sensitive client information and ensure your data security.

And it goes without saying, that you should clearly communicate your expectations regarding confidentiality and data handling with your chosen VA! 👍

👉 Related: How to Keep Your Data Safe with VAs

9. Build a growth-focused relationship

The 11-year working relationship between our CEO and Founder Linh Podetti (left in both images) and General Manager Wendy Villar (right in both images) is built on love, trust, and growth.

Building a positive working relationship takes time and effort—more so with VAs! Because of the remote setup, it’s a good idea to double down on connecting with virtual assistants.

Acknowledge their accomplishments and show appreciation for their hard work. This can be done through verbal recognition in chats, bonuses, or point system incentives. You can also create a supportive environment bit by bit by encouraging open communication and addressing any concerns promptly

👉 Related: 6 Unique Ways to Build A Strong Remote Work Culture

10. Leverage AI technology

In this tech-driven era, harnessing the power of Artificial Intelligence (AI) can be a game-changer for your real estate operations. It can supercharge your social media and maximise other channels to promote your business. Just imagine if you have an AI-powered virtual assistant to market your property portfolio!

👉 Related: Get a Free ChatGPT Marketing Cheat Sheet

From automating repetitive tasks to gaining valuable insights from data analytics, AI offers tons of opportunities to enhance efficiency and stay ahead in the competitive real estate market. 👌

Incorporating AI into your workflow can free up time for strategic planning and client-focused activities. For example: consider AI tools for lead generation, where predictive analytics can help identify potential clients with high accuracy.

You can also explore chatbots to provide instant responses to customer inquiries, ensuring seamless and responsive interaction. AI can also assist in analysing market trends and predicting property values, aiding in strategic decision-making.

1. Boosted Productivity

By handing off time-consuming administrative tasks to a virtual assistant real estate, you free up your schedule to concentrate on high-impact activities that propel your business forward. This lets you be more efficient in closing deals, generating leads, and nurturing client relationships. 👌

2. Cost-Effective Operations

Did you know that you can hire THREE skilled Filipino VA staff for the price of just ONE Australia-based employee?🤯

This is why more companies are opting for a virtual assistant: it’s a savvy financial move compared to hiring an in-house employee. So say goodbye to expenses like office space, equipment, benefits, and payroll taxes!

But news flash: this doesn’t mean you hire real estate VAs unfairly either.

Our virtual assistants receive medical benefits, above-average salaries, and more perks. 😉 Ethical outsourcing is out there if you know where to look, so do your research before rushing in and hiring a VA for your business.

👉 Related: 7 Ways We Support Our Virtual Assistant Network

Plus, you only pay for the hours worked or specific tasks completed by your chosen VA, saving you more money in the long run!

3. Flexibility and Scalability

Real estate virtual assistants offer the flexibility to scale up support as your needs evolve. Whether you’re in the middle of a busy season or tackling specific projects, adjusting your virtual assistant’s hours or tasks is a breeze.

This flexibility allows you to keep things streamlined while meeting the unique demands of your business.

👉 Related: Top 7 Reasons Why Australian Companies Outsource

4. Access to Specialised Skills

A virtual assistant for real estate often brings specialised industry knowledge and skills to the table. Whether it’s navigating real estate processes, using specific software and tools, or staying up to date with market trends, their expertise can significantly streamline your operations.

5. Improved Work-Life Balance

Real estate can be demanding, and managing multiple responsibilities may lead to extreme stress and burnout. Delegating tasks to a virtual assistant helps ease the load, reducing the risk of feeling overwhelmed.

Offloading time-consuming tasks to a virtual assistant paves the way for a healthier work-life balance too! 😌 With fewer administrative headaches, you can schedule more time for personal activities, family, and leisure, leading to increased overall satisfaction and well-being.

👉 Related: How We Hire Reliable VAs

6. Extended Availability

Virtual assistants aren’t confined to traditional office hours either. This is especially great if you’re dealing with clients in different time zones or grappling with urgent tasks outside the 9-to-5 grind.

A real estate virtual assistant ensures seamless support, elevating your clients’ experience as they’re looking for their new homes.

7. Increased Focus on Core Strengths

As a real estate pro, your strengths lie in sales, negotiation, and relationship-building. Delegating administrative and repetitive tasks to a virtual assistant enables you to focus on your forte, ultimately driving revenue and business growth.

👉 Related: Growth vs. Scaling: Which Is Right for Your Business?

Administrative Tasks

Real estate VAs can assist with administrative tasks such as managing emails, scheduling appointments, coordinating property showings, and organising paperwork. They can also handle other administrative duties that can consume a significant amount of your time, such as:

• Coordinating property showings and transactions: VAs can assist in managing the various aspects of a real estate transaction, including property showings, and coordinating with clients, lenders, and other professionals involved in the process. They can help with document preparation, scheduling inspections, and ensuring that deadlines are met.
• Appointment scheduling: Virtual assistants can coordinate property showings, inspections, and meetings, ensuring that all parties involved are scheduled efficiently. 👉 Related: How to Hire An Appointment Setter VA
• Document preparation: VAs can help with preparing contracts, agreements, rental applications, and other real estate documents, ensuring accuracy and compliance.
• Email management: A virtual assistant can handle your email correspondence, prioritise important messages, and manage your calendar to ensure efficient scheduling.
• Data entry and organisation: Virtual assistants can assist in organizing and inputting data into your CRM system, maintaining accurate client records, and managing property information.

Research and Analysis

Real estate VAs can conduct market research, analyse property data, and provide insights to assist in making informed decisions. They can research property listings, analyse market trends, and identify investment opportunities.

👉 Related: How to Find The Best Real Estate Virtual Assistants

• Market research: Virtual assistants can conduct market research to provide insights on current real estate trends, property values, and investment opportunities.
• Property research: VAs can assist in researching property listings, and gathering information on property details, comparable sales, and neighbourhood data.
• Financial analysis: Virtual assistants can help with analyzing financial data, creating spreadsheets, and preparing reports for investment analysis or property valuation.

Customer Support

VAs can provide customer support by responding to inquiries, managing client databases, and addressing client concerns. They can handle phone calls, respond to emails, and ensure that your clients receive prompt and professional service.

Phone and email support: VAs can handle incoming calls and emails, respond to inquiries, address client concerns, and provide excellent customer service. With proper training, of course!

👉 Related: How to Upskill And Train Your Remote Team

Client database management: Virtual assistants can maintain and update your client database, ensuring that contact information is accurate and up to date.

Lead nurturing and following-up: VAs can assist in following up with potential clients, nurturing leads, and maintaining regular communication to build strong relationships.

Marketing Tasks

VAs can help with marketing tasks such as managing social media accounts, creating and scheduling content, and implementing email marketing campaigns. They can also assist with lead generation activities, such as researching and qualifying leads, managing CRM systems, and following up with potential clients.

• Social media management: Virtual assistants can handle your social media accounts, create and schedule posts, engage with followers, and monitor analytics.
• Content creation: VAs can write blog posts, create property descriptions, and develop compelling marketing materials to attract potential buyers or tenants.
• Email marketing campaigns: Virtual assistants can help design, create, and send out targeted email campaigns to your client database, promoting property listings or providing market updates.
• Lead generation activities: researching and qualifying leads, managing CRM systems, and following up with potential clients

👉 Related: 7 Tips for A Sales Pipeline On A Budget

Website and Online Presence Management

VAs can help maintain and update your real estate website, ensuring that property listings are accurate and up to date. They can also assist with search engine optimisation (SEO), content creation, and managing online advertising campaigns.

• Website maintenance: VAs can update property listings, ensure website functionality, and optimize content for search engine visibility.
• Search engine optimisation (SEO): Virtual assistants can help optimise your website and content for better search engine rankings, driving organic traffic to your site.
• Online advertising management: VAs can assist in managing online advertising campaigns, including setting up ads, monitoring performance, and optimising for better results. They can also monitor online reviews and comments and respond to client feedback to ensure a positive online presence.

These are just a few examples of the tasks that real estate virtual assistants can handle. By delegating these tasks to a real estate virtual assistant, you can free up your time to focus on your core responsibilities, such as networking, negotiating deals, and growing your business. 💯