Hire a virtual assistant for real estate agencies

What the week looks like at a real estate agency

An agency's week runs on listings and deadlines. New leads arrive from portals and open houses and go cold within hours if nobody replies. Agents spend their days at showings, so the paperwork piles up for the evening: listing descriptions, disclosure packets, offer deadlines, inspection dates, closing checklists. Monday often means reviewing new leads, and weekend open houses create the next round of follow-up.

What a virtual assistant does for real estate agencies

• Reply to portal leads within minutes from approved scripts and book a call with the agent
• Enter listing details into the MLS or portal from agent notes for agent approval
• Keep the CRM tidy with notes and next follow-up dates for every contact
• Build the checklist for each transaction and chase documents and signatures

A virtual assistant, in job-title terms an administrative assistant working remotely, handles the repeating office work of a team: documents, data updates, scheduling, simple customer emails and research. It is broader and less senior than an executive assistant, and it works best with written procedures.

Tools real estate agencies commonly use

• Follow Up Boss
• kvCORE
• Dotloop
• DocuSign
• Canva
• Mailchimp
• Google Workspace
• QuickBooks
• Calendly

Common in this kind of business, not a checklist: name your own stack in the brief.

How to test a candidate for a real estate agency

Give three made-up portal enquiries and an agent's rough notes on a house. Ask for lead replies, a listing description and CRM entries. Check that nothing is invented about the property, and read for how quickly the replies lead to a booked call.

What to keep in-house or check first

Showing property, negotiating and advising on price or contracts usually require a licence, so keep them with your agents and check your state or country's rules on what unlicensed assistants may do. Keep trust or escrow accounts with the broker. Give access to the CRM and the transaction folder by role, not shared logins, and keep client bank details out of reach.

General caution, not legal advice: check the rules that apply to you with a qualified adviser.

Choose a country: shared hours

Repeating admin work can run on a written checklist with a daily check-in, so a partial overlap with your day usually works. Anything phone-based needs agreed hours.

Against a 9–17 client day in winter^[3][4][5][6]; for New York, on a 9–18 local day or a 13–22 shift. Check your own office.

What it costs

We do not publish a pay band for virtual assistants yet: where a profile lists a monthly rate, that is what the person asks for. The BLS figure of $47,540 a year is for Secretaries and Administrative Assistants, Except Legal, Medical, and Executive^[2] across all industries: we have no separate figure for this niche. Paying through Deel adds $49 a month^[7]; Wise and Payoneer also work.

See also: virtual assistant pay in the US, by state · pricing and replacement terms.

How hiring through Stafka works

1. Send the brief or post the job free. List the recurring tasks, how often each one happens, and the person who will answer questions in the first month.
2. Within 5 business days of a confirmed brief you get 3 matching profiles, or a plain no. Most apply through our Telegram bot with a written and a voice English task; each profile shows the English level (B1–C2); Silkstaff checks English on a live call before any client interview.
3. You interview, choose and contract the person directly through Deel, Wise or Payoneer. Candidates never pay.