What Is a Real Estate Virtual Assistant? Tasks, Benefits, and How to Hire in 2025

Did you know that hiring a real estate virtual assistant can cut operational costs by up to 60% while boosting productivity by over 40%?

From administrative duties to property management, marketing, and sales support, real estate virtual assistants are versatile. They offer a wide range of services tailored to the unique needs of the real estate industry.

Hiring a real estate virtual assistant can be a game-changer. It allows businesses to tap into a global talent pool, cut operational costs, and scale efficiently.

What is a real estate virtual assistant?

A real estate virtual assistant is a remote worker who supports real estate agents or property managers by handling administrative tasks, managing listings, coordinating showings, assisting with marketing, and more—without being on-site.

In this guide, we’ll explore:

• The rise and value of real estate virtual assistants
• The specific tasks they handle
• Benefits to your real estate business
• Cost and hiring comparisons
• Step-by-step hiring tips and FAQs

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• Search is done for you - no job posting or inbox overload
• Every candidate is tested for the exact skills required for your role
• Fast, tailored matching - handpicked to meet your needs and budget

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Why Real Estate Agents Are Hiring Virtual Assistants in 2025

Real estate has always been a fast-paced industry, but the need for efficiency is greater than ever. This urgency, combined with global shifts to remote work, has driven the rise of real estate virtual assistants.

Virtual assistants offer flexibility, global talent access, and cost savings. They're not limited by office hours or geography, enabling businesses to stay agile and client-focused.

Why is this trend growing?

• Cost savings due to reduced physical office needs
• Access to niche and specialized skills
• Scalable support based on seasonal demand
• Relief from administrative overload

Real estate outsourcing offers competitive advantages. By leveraging virtual assistants, businesses can adapt more easily to market trends, ultimately operating more efficiently and scaling with less overhead.

Real Estate Virtual Assistant Tasks: What They Can Do for You

Real estate VAs juggle a variety of responsibilities tailored to support agents, property managers, and brokerages.

Here’s a breakdown of typical tasks:

• Administrative support: scheduling, email management, document prep
• Property management support: tenant follow-up, maintenance coordination
• Marketing: social media, email campaigns, listing descriptions
• Lead generation and CRM updates
• Data entry, research, and online listing updates

These remote pros also ensure listing accuracy, coordinate with vendors, respond to client inquiries, and use tools like CRMs and MLS platforms.

Administrative Support

Administrative support forms the core of a VA's duties. They manage scheduling, ensuring appointments are well-organized and do not overlap. This prevents double bookings, keeping the calendar efficient.

Emails and communications are another area where VAs excel. They sort through emails, flagging important correspondence, and responding when appropriate. This ensures nothing slips through the cracks.

Documentation is vital in real estate transactions. VAs compile and maintain accurate records, from contracts to client communications. Their organizational skills support smooth operations.

These assistants are also adept at data entry. They keep databases updated with the latest client interactions and property details. This ensures information is accessible when needed.

Property Management Assistance

Property management is a complex task, requiring attention to detail. VAs help by coordinating maintenance and liaising with tenants, and can do so with SMS marketing. Their involvement streamlines communication and task execution.

Lease agreements are a key aspect of property management. VAs manage renewals and help prepare lease documentation. This prevents lapses and ensures legal compliance.

VAs can also conduct market research for real estate investors. They analyze trends, providing insights into potential investment opportunities. Their analysis supports informed decision-making.

Managing tenant inquiries is part of a VA's day-to-day work. They provide fast responses to tenant queries and escalate issues as needed. This proactive management enhances tenant satisfaction.

Marketing and Sales Support

Marketing efforts require constant attention and creativity. VAs manage social media accounts, crafting posts to engage the audience. This helps boost online visibility and brand presence.

Content creation is another domain where VAs shine. They develop compelling property descriptions and newsletters to attract interest. This ensures consistent and persuasive messaging.

Sales support often involves lead generation. VAs conduct targeted outreach, nurturing potential leads through follow-ups. This helps turn prospects into clients, boosting sales figures.

They also handle CRM management, capturing and updating client interactions. This organized system facilitates personalized marketing and improved customer relations. VAs ensure every client feels valued, supporting retention and referrals.

Benefits of Hiring a Real Estate Virtual Assistant

Hiring a real estate virtual assistant (VA) offers notable advantages for businesses. These assistants provide valuable support, leading to improved operational efficiency.

By outsourcing tasks, real estate professionals can concentrate on strategic growth.

Key benefits of hiring a real estate VA include:

• Cost savings: Reduce overhead expenses by hiring remotely
• Scalability: Adjust staffing levels based on business needs
• Access to expertise: Gain insights from knowledgeable professionals
• Enhanced productivity: Free up time for core tasks
• Multilingual support: Cater to a diverse clientele

Real estate VAs offer cost-effective solutions compared to full-time employees. Their remote work model reduces expenses such as office space and equipment. This translates to significant savings for any business.

Scalability is another crucial benefit. Businesses can rapidly adjust their team size in response to workload fluctuations. This flexibility ensures resources are allocated efficiently.

Additionally, VAs bring a wealth of experience and expertise. They are often skilled in modern tools and marketing strategies. This knowledge benefits businesses looking to stay competitive in a dynamic market.

Real Estate VA vs In-House Assistant: Cost Comparison

Real estate VAs offer a more agile, affordable, and scalable solution compared to in-house assistants.

How to Find and Hire the Right Real Estate VA

Finding and hiring the right real estate virtual assistant requires a strategic approach. Understanding your specific business needs is a crucial first step. This clarity will guide the recruitment process effectively.

To begin, outline the tasks and responsibilities you aim to delegate. Identifying these areas ensures you find a VA with the appropriate skill set. Consider the following steps when hiring:

• Define requirements: List the tasks a VA will manage.
• Research candidates: Explore platforms that specialize in remote staffing.
• Conduct interviews: Assess communication skills and experience.
• Check references: Verify past work performance for assurance.
• Evaluate compatibility: Ensure the VA aligns with your company culture.

Once your needs are outlined, start your search on reputable job platforms. Seek out candidates with strong backgrounds in real estate. These professionals will bring industry-specific insights to your team.

During interviews, focus on experience and problem-solving abilities. A competent VA should demonstrate familiarity with essential tools. Prioritize candidates who show initiative and adaptability.

Sample Interview Questions to Ask Real Estate Virtual Assistant

To ensure you're hiring the right real estate virtual assistant, ask targeted questions that reveal their experience, communication skills, and familiarity with industry tools.

General Experience & Background

1. Can you walk me through your previous experience as a real estate VA?
2. Have you worked with real estate agents, brokers, or property managers before?
3. What types of properties have you supported (residential, commercial, rentals)?

Administrative Skills

4. How do you typically organize a busy agent’s calendar and inbox?
5. What tools have you used for document management (e.g., Google Drive, Dropbox, Dotloop)?
6. Can you give an example of how you handled overlapping appointment requests?

Real Estate-Specific Tools & Tasks

7. Are you familiar with MLS platforms? Which ones have you used?
8. How do you write and format listing descriptions for online platforms like Zillow or Facebook Marketplace?
9. Which CRMs have you used for managing leads (e.g., FollowUpBoss, HubSpot, kvCORE)?
10. How do you handle updates to property listings across multiple platforms?

Marketing & Lead Gen

11. Have you created social media content or run real estate email campaigns?
12. How do you track and follow up with cold or warm leads in a CRM?
13. Can you describe a lead generation strategy you’ve supported in the past?

Problem-Solving & Communication

14. How do you handle urgent messages or last-minute schedule changes?
15. Tell me about a time you solved a problem for a client without needing to escalate.
16. How do you ensure smooth communication with both agents and clients remotely?

Tech & Systems Familiarity

17. Which tools are you most comfortable with (Calendly, Slack, Asana, Canva, etc.)?
18. Have you used e-signature tools like DocuSign or HelloSign?
19. How comfortable are you with using Google Workspace or Microsoft Office?

Professionalism & Work Style

20. What hours are you available to work, and do you accommodate U.S. time zones?
21. How do you track your hours and stay accountable when working remotely?
22. Why do you enjoy working in real estate, and what type of team do you work best with?

Lastly, ensure candidates can seamlessly integrate into your business.

Look for traits like reliability and commitment. They should resonate with your team’s culture and values.

Identifying Your Business Needs

Before hiring, clearly define your business needs. Determine the tasks that require delegation. Prioritizing tasks helps in crafting precise job descriptions.

Consider what role you want a VA to fulfill. This clarity will attract the right candidates. It leads to a more focused and efficient search process.

Identify daily and periodic tasks to outsource. Include areas like administrative support and property management. This allows current staff to focus on high-value activities.

Also, factor in any specific skills required, such as software proficiency. Recognizing these details ensures you find a suitable fit. Tailoring the role ensures that the VA complements your existing team.

Vetting and Selecting Candidates

Vetting candidates is a critical phase in the hiring process. Thorough evaluation ensures that you choose the best fit. Start by reviewing resumes and portfolios closely.

During interviews, assess technical skills and industry knowledge. Inquire about their experience with real estate tasks. This ensures they meet your business requirements.

Conduct thorough reference checks to verify reliability and integrity. Speaking to previous employers provides valuable insights. It adds another layer of confidence in your choice.

Finally, evaluate their cultural fit and communication style. Candidates should align with your company's ethos. Ensuring this compatibility is key to successful collaboration.

Administrative Test

Task: Manage a sample inbox

Instructions:

• Prioritize and label 10 sample emails (provided in a Gmail mockup)
• Draft a professional reply to a client asking to reschedule a property viewing
• Create a follow-up email for a buyer who viewed a property 5 days ago

What to look for:

Tone, grammar, professionalism, ability to summarize and respond appropriately

Property Listing Test

Task: Create a mock listing from property data

Instructions:

• You provide basic details (address, square footage, price, features, photos)
• VA must format a property listing for Zillow or Facebook Marketplace, including a clear and engaging property description

What to look for:

Clarity, persuasive language, use of formatting, attention to detail (price, typos, image quality)

Scheduling and Coordination Test

Task: Organize a showing calendar

Instructions:

• Give them 5 client names, preferred times, and property addresses
• Ask them to organize a calendar using Google Calendar or Calendly
• Draft a confirmation message to be sent to all parties

What to look for:

Time zone awareness, scheduling logic, calendar invite etiquette

CRM Management Task

Task: Update lead records in a CRM

Instructions:

• Give them a spreadsheet of leads (name, email, source, status)
• Ask them to import it into a CRM (test or simulated), tag the leads, and assign next follow-up dates
• Write a short note summarizing one lead’s notes and next action

What to look for:

Accuracy, CRM familiarity, logical tagging and follow-up workflow

Social Media Marketing Task

Task: Create 3 sample Instagram posts

Instructions:

• Provide a past listing or blog post link
• Ask them to use Canva to design 3 real estate-themed posts
• Include captions and 3–5 hashtags each

What to look for:

Creativity, branding consistency, design layout, engagement-driven captions

Customer Service Simulation

Task: Respond to a mock buyer inquiry

Instructions:

• Provide a scenario: A buyer wants more info on a home and asks about school districts, HOA fees, and closing timeline
• Have the VA draft a professional email response based on a provided FAQ sheet

What to look for:

Responsiveness, tone, thoroughness, and ability to communicate clearly under real-world pressure

Integrating Real Estate VAs into Your Business

Integrating a real estate virtual assistant (VA) into your business involves thoughtful planning. Ensuring a smooth transition is crucial for leveraging their full potential. Start by establishing clear guidelines and expectations.

Define the roles and responsibilities for the VA. This clarity helps set a solid foundation for successful collaboration. It also minimizes confusion and aligns goals.

Create a structured onboarding process. This should outline procedures, key contacts, and resources. A comprehensive approach accelerates their adjustment and productivity.

Here are the steps to facilitate integration:

• Provide access: Set up email and tool permissions.
• Share resources: Offer training materials and documents.
• Schedule orientations: Conduct introductory sessions with team members.
• Define workflows: Establish consistent processes for task management.
• Set goals: Outline performance targets and metrics.

Regular feedback is vital as the VA adapts. Encourage open communication to address challenges. This proactive approach builds trust and reinforces a positive working relationship.

Conclusion: The Future of Real Estate with Virtual Assistants

The integration of virtual assistants into real estate heralds a transformative era. As technology evolves, VAs will play an increasingly pivotal role. Their support will redefine property management and client interaction.

Real estate professionals can now focus on strategic growth. VAs handle the routine tasks, enhancing operational efficiency. This allows a sharper focus on core competencies and business expansion.

With the benefits of global talent, cost efficiency, and flexible scaling, real estate VAs are invaluable assets. Embracing these advantages paves the way for success in the competitive property market. The future is undeniably bright with virtual assistants.

Get a Fully Vetted Virtual Assistant - Without the Search

Handpicked top-tier VAs with the exact skills you need - fast, tested, and ready

• Search is done for you - no job posting or inbox overload
• Every candidate is tested for the exact skills required for your role
• Fast, tailored matching - handpicked to meet your needs and budget

Learn More

Frequently Asked Questions

What’s the average hourly rate for a real estate VA?

In 2025, expect to pay $4–$8/hour for admin and support roles, and $8–$12/hour for more skilled marketing or tech-based roles.

What tools should a real estate VA know?

MLS platforms, CRMs (e.g., HubSpot, FollowUpBoss), Canva, Asana, Slack, Google Workspace

Can a VA handle property management?

Yes—VAs can coordinate maintenance, screen tenants, respond to inquiries, and update lease info.

How do I securely share access and files?

Use LastPass for passwords, Google Drive for docs, and Slack for communication.

How do I train a real estate VA?

Create SOPs, use Loom videos for tutorials, and start with a simple onboarding checklist.