How to Hire a Virtual Assistant for Real Estate Agents and Brokers

Hiring a virtual assistant (VA) for your real estate business can significantly improve your efficiency, help you focus on client relationships, and streamline daily tasks. By defining the tasks you need help with, choosing the right hiring path, and implementing a structured vetting and onboarding process, you can hire a skilled VA quickly and seamlessly. This article outlines the steps and best practices for hiring a VA tailored to real estate agents and brokers.

Define What You Need Help With

Before you start the hiring process, it's crucial to define the tasks you need help with. For real estate agents and brokers, these tasks may include managing listings, handling client communications, coordinating transactions, CRM management, lead nurturing, and marketing support.

You should also document key aspects like:

• Hours of work: Will your VA work full-time or part-time? What are the expected working hours?
• Tools and systems: List any tools your VA will need to use (e.g., MLS, DocuSign, CRM systems).
• Key performance indicators (KPIs): What goals do you expect the VA to meet, such as response time, lead conversion, or scheduling accuracy?

For example, your real estate VA may handle client calls, update MLS listings, and assist with marketing materials for property listings. For a marketing agency, you may need help with content creation, social media management, or client reporting.

Snippet: "What tasks should a real estate virtual assistant handle, such as client communication, lead generation, and transaction coordination?"

Choose the Right Hiring Path

There are several ways to hire a virtual assistant, each offering different levels of involvement and management:

1. Independent Virtual Assistants
Hiring an independent VA means you’ll be directly managing the assistant’s workload. This option gives you full control over the tasks but requires more effort in onboarding, training, and ongoing management.

Example: A real estate agent may hire an independent VA to handle listing updates and lead nurturing using a CRM like Salesforce.

Snippet: "How can I hire an independent virtual assistant for managing client communications and MLS updates in real estate?"

2. Managed Virtual Assistant Providers
With managed VAs, you work with a company that handles the hiring, training, and management of the VA. This option provides less involvement but often at a higher cost.

Example: A real estate broker may hire a managed VA to oversee transaction coordination and marketing while the VA provider handles training and oversight.

Snippet: "What are the benefits of using a managed virtual assistant provider for real estate administrative tasks?"

3. Direct Hiring
For those seeking full control and customization, directly hiring a VA through job boards or agencies is another option. This process requires extensive vetting but can result in a VA who aligns closely with your business needs.

Example: An e-commerce store owner may directly hire a VA to manage customer service inquiries and inventory updates.

Snippet: "How can I directly hire a virtual assistant to handle lead generation and client communications in real estate?"

Create a Clear Role Brief

Once you’ve decided on the hiring path, it's essential to create a clear job description that outlines the responsibilities, required skills, and expectations. This ensures that both you and the VA are aligned on what is expected.

Sample Role Brief for a Real Estate VA:

• Job Title: Virtual Assistant for Real Estate Transactions
• Responsibilities: Manage property listings, coordinate client appointments, update CRM, handle email correspondence, assist with marketing materials.
• Skills Required: Proficiency with MLS, CRM systems (e.g., Salesforce), communication skills, knowledge of real estate industry standards.

Snippet: "What are the essential skills needed for a real estate virtual assistant, such as CRM knowledge and client communication?"

Vet Candidates Quickly

Effective vetting is key to finding the right VA. Here's how you can speed up the process:

• Request relevant experience: Look for candidates with a background in real estate or a similar industry.
• Use trial tasks: Give candidates a small paid task to test their skills, such as updating a property listing or drafting an email to clients.
• Check references and background: Always verify their past work and ensure they have a clean background.

Sample Paid Trial Task:

• Task: Update a property listing on MLS with new details and upload it to social media platforms.
• Goal: Evaluate attention to detail, tech proficiency, and timeliness.

Snippet: "What paid trial tasks can I give a real estate virtual assistant to evaluate their skills, such as listing updates or email drafting?"

Onboard for Immediate Impact

The onboarding process is critical to ensuring your VA can hit the ground running. Follow these steps for a smooth transition:

7-Day Onboarding Checklist:

• Day 1: Introductions, review company tools and communication channels.
• Day 2-3: Provide training on CRM and MLS systems.
• Day 4-5: Give trial tasks like managing listings or scheduling appointments.
• Day 6-7: Review progress and provide feedback.

Snippet: "How do I onboard a real estate virtual assistant in 7 days to ensure quick adaptation to my business systems?"

Protect Data and Governance

As virtual assistants often handle sensitive information, ensure the security of your data by implementing these minimum measures:

• Use encrypted communication tools (e.g., Slack, Zoom).
• Sign non-disclosure agreements (NDAs) to protect sensitive business data.
• Secure shared documents with password protection (e.g., Google Drive or Dropbox).

Snippet: "What non-technical security steps should I take when working with a real estate virtual assistant to protect sensitive data?"

Start with a Pilot

Before committing to a long-term hire, conduct a 2-4 week pilot project. Measure success with specific metrics, such as:

• Task completion time
• Accuracy of work (e.g., error-free listings or responses)
• Communication frequency and responsiveness

Snippet: "What metrics should I track during a 2-week pilot with a real estate VA to evaluate performance?"

Take Action Now

To start hiring within 24-48 hours:

• Create a job brief and post it on relevant platforms.
• Review resumes and portfolios to identify promising candidates.
• Schedule interviews and conduct trial tasks.

Snippet: "What are the first steps to take when hiring a virtual assistant for real estate in the next 48 hours?"

Final Takeaway: Hiring a real estate virtual assistant can dramatically improve your workflow and reduce stress. By following the right steps—defining tasks, selecting the hiring path, vetting candidates, and offering effective onboarding—you can quickly integrate a talented assistant into your team and watch your business grow.