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If you’re a top-producing agent, you’ve been there. Life was smooth sailing at 1-2 monthly transactions, but once you hit 30+ deals a year, the cracks in your system start to show.
The good news? There’s no better time to bring on a real estate virtual assistant (VA). With an organized and motivated “right-hand” person by your side, you can maintain the successful business you worked so hard to build, without sacrificing your personal life. Hiring a real estate virtual assistant is a cost effective way to save money on overhead and administrative expenses.
Berry Virtual is a trusted virtual staffing agency specializing in real estate virtual assistant services tailored to meet the specific needs of real estate professionals. They connect real estate agents and brokers with highly skilled VAs who streamline operations, handle administrative tasks, and support marketing efforts, helping you focus on closing deals and growing your business.
This guide’ll help you understand what to look for when hiring the right VA for your real estate business. Delegating administrative work to a VA allows agents to focus on their core activities, such as client relationships and sales, which ultimately saves you time and money. Let’s get started.
What is a real estate VA?
A real estate virtual assistant (VA) provides essential administrative support to real estate professionals and can be based internally or remotely. Real estate virtual assistants bring a range of expertise and skill sets to support agents, handling tasks such as lead generation, database management, financial administration, marketing, and more. The best VAs are well versed in industry-specific tools and processes, ensuring efficient and effective support.
Using a VA helps you win back your time so you can focus on the high-impact work that brings in revenue for your real estate business. That’s why it’s critical to find the right one.
What tasks should you assign to a real estate VA?
Imagine what you could do with all those mornings or afternoons spent scheduling meetings, organizing paperwork, managing property listings across various platforms, or updating your listings. How many more calls and follow ups could you do? How many more deals would that translate to?
Here are some common tasks a real estate VA may be responsible for:
- Database management
- Social media management
- Email marketing
- Client communication and follow up
- Scheduling appointments
- Listing coordination
- Managing property listings, including creating descriptions, uploading photos, and monitoring inquiries on various platforms
- Market research
- Financial administration (e.g., invoicing, expense tracking)
- Content creation for websites, email drips, or marketing materials
A VA supports agents by overseeing administrative and operational responsibilities, allowing you to focus on higher-value activities. They are equipped to handle specific tasks that are essential to your business, from managing leads to coordinating transactions.
The right VA will excel at a variety of tasks, but that does not mean you should assign them everything all at once.
Remember, the key to success when hiring for any new role in your real estate team is to clearly define the tasks and outcomes you’re looking for. Get clear on what tasks are taking up the majority of your time and make sure you’re hiring the right person for the right seat on the bus.
For example, if what you really need is help with lead response, take time to create a list of tasks and responsibilities for an internal sales agent (ISA). If you’re in the weeds with transaction coordination, consider bringing on an experienced transaction coordinator (TC) to keep clients happy from contract to closing.
Marketing
You know marketing is vital to your real estate business, but it can also be time consuming. The right administrative assistant can lighten the marketing load so you can spend time on the things that only you can do.
A real estate VA can help with marketing tasks like:
- Create buyer’s packets and powerpoints
- Send mailers to your spheres of influence (SOI)
- Graphic design for digital and print assets
- Schedule blog posts
- Research content ideas
- Update website
- Schedule email
- SEO updates
- Post, update, and advertise on social media
- Track marketing analytics
Additionally, a VA can research market trends to inform your marketing strategies and help identify potential leads for outreach.
Operations
If juggling projects and deadlines isn’t your cup of tea, having a virtual assistant to take on day-to-day logistics can be a big help, especially, if they’re already familiar with the real estate industry. A real estate VA can streamline real estate operations by efficiently handling daily logistics and administrative processes. A real estate VA can help with numerous ops tasks, such as:
- Data entry (MLS, CRM, reporting, etc.)
- Creating listing presentations, coordination, and updates
- Collect feedback from your clients and team members
- Basic bookkeeping, including I&E and P&L tracking
- Prepare sales and performance reports
- Manage contracts, agreements, and other documents
- Schedule showings and services (photography shoots, inspections, etc.)
- New agent recruiting and onboarding
Sales
You’d be surprised how many sales tasks a virtual assistant can help with. By taking on sales support tasks, a VA enables agents to focus on closing deals and building client relationships. While some responsibilities may require a higher level of English fluency, you can still get a ton of support on the following tasks:
- Research buyer & seller leads
- Update your CRM with notes on leads
- Follow up with leads
- Set appointments
- Update sellers on weekly performance
Note these tasks are subject to agent review and approval.
Admin
Of course, there are also the standard virtual assistant tasks — the types of responsibilities you’d give to a secretary or personal assistant. To ensure effective support, it’s important to clearly define the job and outline the specific responsibilities your VA will handle. A VA can help with a range of administrative tasks like:
- Respond to emails and/or inbox triage
- Set up meetings
- Receptionist duties (like answering incoming calls)
- Record meeting minutes
- Manage your calendar
- Personal admin (holiday cards, organizing family events, etc.)
- Customer support
With the right CRM, your virtual assistant can easily manage your calendar and appointments — and even send invitation emails to clients.
Things to consider when hiring a real estate VA
There is a wide price range for virtual assistant services. Depending on who, what and where you’re looking, fees can range anywhere from $5 per hour to five-figures a year.
Before starting the hiring process, it’s important to identify your specific needs so you can find a virtual assistant who is the right fit for your business.
While it’s tempting to settle for the cheapest option, it’s better to think about this cost in terms of what your business really needs and the value you’ll be getting for your investment.
Here are some factors to consider.
Local vs. overseas virtual real estate assistants
There are talented VAs globally, comfortable delivering results across time zones. But of course, there’s a place for local talent, especially, in real estate. Brokers, as well as agents, can benefit from hiring VAs to support their business operations.
If you need to outsource a high volume of client-facing work, it might be useful to go with someone US-based, or even locally based, who has a better understanding of the nuances in your market. This usually makes the most sense when you need full time, client-facing help, or will want to meet with this person face-to-face, for example, if you need someone to help with fieldwork, open houses, etc.
Level of experience
Some real estate agents recommend going with a jack-of-all-trades, others recommend finding an expert with years of experience in the type of work you’re looking to outsource. The good news is, many VA service providers are experts at matching you with a VA who has the right background and level of experience for your needs. VA's with specialized backgrounds can provide more targeted support in areas like marketing, transaction management, lead generation, and administrative tasks.
But experienced real estate experts will have a price tag to match. If you’re taking your first step with outsourcing, try starting with more of a generalist VA who has great communication skills and is comfortable with the list of outcomes and expectations you’ve provided.
Scope of work
Outcomes are crucial when outsourcing. Think long and hard about how much work you actually have to keep your VA busy. If you’re not sure, try tracking your time for a month to gain some clarity on where your time goes each day. Pay special attention to the parts of the day you’re most productive. What are the tasks and distractions pulling at your focus during those hours?
Remember, a VA can provide support to the whole team, not just individual agents, helping multiple departments or roles become more efficient.
The small tasks that definitely don’t drive sales but can take up an entire morning are the perfect tasks to outsource to a VA..
Part-time virtual assistant, project-based, or in-house
When you’re just getting started, contractor or project-based VA will work best. Real estate businesses of all sizes can benefit from flexible VA arrangements, whether part-time, project-based, or in-house. By using a VA for some one-off help, you not only get some freedom in your workday, you also get a chance to test the waters and see how much work you actually need to outsource.
Once you’ve got it nailed down, you can decide whether or not to extend your agreement with the VA to a long-term contract.
How to find a real estate virtual assistant
As with who you hire, where you source your real estate virtual assistant will have everything to do with where you are in your business. There are many virtual assistants available through various platforms and providers, each offering different skill sets and specialties.
To start, we recommend considering:
Berry Virtual
A trusted virtual staffing agency known for providing dedicated support tailored to the specific requirements of real estate professionals. Berry Virtual specializes in connecting real estate agents and brokers with highly skilled virtual assistants who can help streamline your operations and boost productivity.
Here are some other service providers to help narrow your search.
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Upwork
You can find pretty much any kind of contract-based talent under the sun on Upwork. Many agents new to outsourcing have found dream VAs to help them with things like organization, admin, and marketing on Upwork.
Virtudesk®
With Virtudesk®, you get access to highly trained VAs and a team of support staff to help ensure they have everything they need to succeed in the role. VAs can cover any range of tasks, including real estate marketing and even transaction coordination responsibilities.
Time etc
Time etc is a great source for generalist VAs who can help with a range of admin and operational tasks. Unlike Upwork, they do most of the hunting and pre-qualifying for you which can be a huge help if you're strapped for time.
ClearDesk
ClearDesk can help match you with a VA with all the right skills, including part-time and full-time options. All ClearDesk VAs go through a detailed and rigorous certification process to ensure you get the quality you expect.
MyOutDesk
MyOutDesk has a rigorous process for selecting their overseas help. They actively train their VAs to become true experts who can cover the full spectrum of real estate tasks and activities.
Support your new VA with the one of the best real estate CRMs in the business
A real estate virtual assistant (VA) is a crucial extension of your business, whether operating remotely or in-person. Make sure your VA is fully equipped with the tools they need to succeed.
Give your VA an operating system they can grow on. Berry Virtual makes it easy with calendar management, lead management, and team management tools that integrate seamlessly into all your favorite systems.
Berry Virtual is a trusted virtual staffing agency specializing in real estate virtual assistant services tailored to meet the specific needs of real estate professionals, helping agents and brokers streamline operations and focus on closing deals.
Frequently Asked Questions (FAQ)
What is a real estate virtual assistant?
A real estate virtual assistant (VA) is a remote professional who provides administrative and operational support specifically tailored to the real estate industry. They help agents and brokers manage tasks such as lead generation, database management, marketing, transaction coordination, and more, allowing real estate professionals to focus on closing deals and growing their business.
How can a real estate virtual assistant help my business grow?
A real estate VA takes over time-consuming administrative and operational tasks, freeing you to focus on core activities like client relationships and sales. This increased efficiency can lead to more closed deals, better client service, and ultimately, growth in your real estate business.
What types of tasks can I delegate to a real estate VA?
You can delegate a wide range of tasks including scheduling appointments, managing property listings, marketing support, lead follow-ups, data entry, transaction coordination, social media management, and client communication. Defining the specific tasks you want to outsource helps ensure you hire the right VA for your needs.
Should I hire a local or overseas real estate virtual assistant?
Both local and overseas VAs have their advantages. Local VAs may better understand your market nuances and can handle client-facing tasks more easily, while overseas VAs often provide cost-effective support for administrative and back-office duties. Consider your specific needs, budget, and desired level of client interaction when deciding.
How do I find the right real estate virtual assistant?
Start by identifying the tasks you want to outsource and the skills required. Use reputable platforms or agencies that specialize in real estate VAs. Interview candidates to ensure they have the right experience, communication skills, and fit for your real estate team.
How much does hiring a real estate VA typically cost?
Costs vary depending on the VA’s experience, location, and the scope of work. Hourly rates can range from $5 to $50 or more. It’s important to consider the value and time savings a VA brings rather than just the hourly rate.
Can a real estate VA help with marketing and lead generation?
Yes, many real estate VAs are skilled in marketing tasks such as creating content, managing social media, sending email campaigns, and researching market trends. They can also assist with lead generation and follow-up to help nurture potential clients.
How do I ensure my VA is productive and effective?
Clearly define the tasks, set expectations, and provide the right tools, such as a real estate CRM. Regular communication and performance reviews will help maintain alignment and productivity. Providing your VA with access to training and resources can also enhance their effectiveness.
Can a VA support my entire real estate team?
Absolutely. A VA can provide dedicated support across multiple roles within a real estate team, including agents, brokers, marketing, and administrative staff, helping the whole team operate more efficiently.
What should I look for when hiring a real estate VA?
Look for relevant experience in the real estate industry, strong communication skills, reliability, and the ability to handle specific tasks you need. A VA who is well versed in real estate tools and processes will provide the most value.
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