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A real estate assistant’s main task is to help their sales agent or brokerage become more efficient, increasing sales and revenue.

Top-performing brokerages and sales agents hire real estate assistants to help them with the business’s detail-oriented tasks so that the agent can focus on finding more clients and increasing their revenue.

In this post, we’ll examine the main and related tasks of a real estate assistant and how hiring one can help you grow your business.

real estate assistant

Real estate assistants play a supporting role in the real estate industry. 

The main task of a real estate assistant is to increase a brokerage or agent’s efficiency to help the business obtain more sales and increase its revenue.

Brokers and agents hire assistants to allow them the freedom to focus on revenue and business growth activities, such as networking, by having the assistant handle all of the supportive tasks of the real estate business.

Real estate assistants do this by taking on common daily administrative tasks, such as scheduling appointments, preparing paperwork, and maintaining client databases. They can also oversee marketing efforts. 

Let’s examine some related supportive and administrative tasks and how having a real estate assistant handle them can lead to business growth. 

1. Real Estate Assistants and Administrative Support Tasks

 Administrative Support Tasks

A virtual assistant for daily real estate operations can offer significant time-saving benefits. A proficient virtual real estate assistant could effectively handle a wide range of tasks, including the following:

  • Entering data and doing record-keeping
  • Creating listing presentations
  • Collecting client feedback and responding to inquiries
  • Handling basic accounting and bill payments
  • Compiling sales and performance reports
  • Managing contracts, agreements, and associated paperwork
  • Assisting in the recruitment and onboarding of new agents

When a broker or agent doesn’t have to handle those responsibilities, they can focus on finding new buyers and sellers.

2.  Ongoing Communication Tasks

Real Estate Assistants

Effective and frequent communication is at the heart of any real estate business. However, communication tasks can quickly become overwhelming. It’s not unusual for an agent to receive hundreds of emails and dozens of phone calls daily. 

Spending hours talking to title companies and emailing mortgage lenders and other sales agents doesn’t bring in new clients and business. 

Here is where the assistant steps in and handles the following:

  • Managing endless email responses and organizing the inbox
  • Arranging appointments
  • Performing receptionist tasks, including answering calls
  • Scheduling and coordinating your calendar
  • Preparing holiday cards and organizing social gatherings

A skilled real estate assistant can become your brokerage’s welcoming and informative public face, allowing you more time for substantive sales discussions. 

3. Advertising, Marketing Projects, and Social Media Outreach

Advertising, Marketing Projects, and Social Media Outreach

Marketing is essential to your real estate business but often requires considerable time and effort.

Delegating the more practical, daily marketing tasks to a real estate assistant can allow you to concentrate on higher-end tasks of client relationship building.  

Here are just a few marketing responsibilities that a virtual assistant can efficiently handle:

  • Creating buyer’s packets and engaging presentation slideshows
  • Organizing and sending out mailers to your network of contacts
  • Producing visually appealing designs for digital and print materials
  • Managing and posting blog posts and social media content
  • Ensuring your website remains up-to-date and optimizing its SEO performance
  • Developing and executing email marketing campaigns
  • Monitoring and analyzing marketing metrics

Imagine the benefits of consistent, regular marketing efforts for your listings and professional services. How many sellers could you meet within the time it takes to write weekly social media and blog posts?

4. Real Estate Assistants and Lead Generation

Real Estate Assistants and Lead Generation

Buyers and sellers don’t just magically appear on your brokerage doorstep. Each client is the result of detailed lead-generation efforts. 

Consider the vast array of lead generation tasks a real estate assistant could help you with:

  • Researching potential buyer and seller leads
  • Keeping your CRM system updated with comprehensive notes on leads
  • Conducting prospecting and cold-calling efforts
  • Maintaining timely follow-ups with leads
  • Scheduling appointments and managing property showings
  • Offering regular progress updates to sellers

Ask yourself what functions lead to actual sales and what’s preventing you from doing them. For example, wouldn’t your time be better spent cultivating client relationships than doing CRM database entry?

5. Helping Close Transactions

Helping Close Transaction

Securing a negotiated and signed sales contract is often the easy part of a real estate transaction. The real work lies in the time-consuming administrative and communication steps needed to close the deal successfully.

Real estate assistants can play a supporting role in helping agents manage the numerous details involved in finalizing contracted sales. This includes:

  • Maintaining regular communication with the mortgage lender to facilitate a smooth closing process
  • Coordinating with the home inspector and sharing the inspection report
  • Addressing client inquiries and providing timely updates
  • Arranging surveys as needed
  • Managing concerns related to the appraisal
  • Keeping the title company informed and scheduling the closing

While these tasks are essential, they are not the most productive use of time for the typical real estate sales professionals.

The Advantages of Virtual Real Estate Assistants

Here’s an eye-opening fact: Your real estate assistant doesn’t need to be physically present in your office. In fact, opting for a remote virtual assistant can offer greater efficiency and cost savings compared to hiring an in-house employee.

The popularity of utilizing virtual assistants has soared for several compelling reasons.

Since 2021, over two-thirds of businesses have embraced hiring virtual assistants. The reasons behind this trend include:

  • Increased Productivity: Virtual workers bypass the need for commuting and office distractions, resulting in a productivity boost of 4.4% compared to office-based employees.
  • Cost Savings: 70% of businesses report notable cost savings as the primary motivation for outsourcing tasks to virtual assistants.
  • Time Efficiency: 50% of top-selling agents enlist virtual assistants to free up their time for crucial business growth activities.

Moreover, virtual assistants offer greater flexibility in terms of hiring arrangements. Virtual assistants can accommodate your needs whether you need assistance full-time, part-time, or on a project basis.

For instance, many sales agents opt for part-time virtual assistant contracts and expand hours during peak periods.

Are you concerned about the cost? Explore how affordable hiring a virtual real estate assistant can be.

In conclusion, the advantages of virtual assistants over in-house employees are evident and compelling.

All right. Now you understand how a real estate assistant can help your business. Let’s look at common questions about hiring one.

Real Estate Assistant FAQs

Real Estate Assistant FAQs

Next, we examine some commonly asked questions about working with virtual assistants.

Q. What Is the Main Task of a Real Estate Assistant?

A. Real estate assistants play a supporting role in the real estate industry. A real estate assistant’s main task is to increase a broker’s or agent’s efficiency.

They do this by assisting real estate agents in daily administrative tasks, such as scheduling appointments, preparing documents, and maintaining client databases. They also handle inquiries from clients and potential clients.

Q. Would My Business Benefit From Hiring a Real Estate Assistant?

A. The likely answer is yes. Many real estate sales agents become accustomed to managing all the administrative tasks and overlook the activities that drive revenue. Scheduling meetings, spending hours on follow-up calls, and dealing with administrative details don’t directly contribute to income generation.

What matters is having the time to connect with more potential buyers and sellers. How many clients could you meet with if an assistant freed up 6 to 8 hours weekly?

Q. What If I Don’t Have Enough Work to Give My Assistant?

A. Real estate assistants do more than just routine tasks. You won’t need to give them a daily task list. They can be engaged in ongoing, long-term marketing projects when they are not working on daily administrative duties.

They also handle much of your lead generation efforts. Further, you can always scale the hours depending on the workload for any given week or period.

Q. Is Hiring a Virtual Worker Practical?

A. Managing a virtual worker is easier than you might think. Multiple studies consistently demonstrate that trained virtual workers are more efficient than their in-office counterparts.

Remote workers are adept at collaborating across different time zones and typically possess fluency in English. Engaging with a virtual worker is as easy as sending an email or using chat. 

Still want to know more? Here are additional ways a real estate assistant can provide real value to your business. 

Now that we’ve answered the main questions about working with a real estate assistant, you might wonder how to hire one. Let us show you how.

Hiring a Real Estate Assistant Made Simple With AgentUp

Allow AgentUp to play matchmaker and introduce you to a highly skilled and expertly trained real estate assistant who can take over the mundane tasks of your business.

Over the past decade, AgentUp has built a proficient team of virtual real estate assistants in the Philippines, specializing in the US real estate sector. Why the Phillippines? Because most Filipinos have a strong work ethic, already know English and are highly familiar with American culture. 

AgentUp Real Estate Virtual Assistant
AgentUp Real Estate Virtual Assistant

Our real estate assistants excel in administrative duties and possess practical experience and comprehensive training in all facets of the real estate business, including marketing.

Proficient in English, comfortable with the latest technology, and adept at navigating time zone disparities and cultural nuances, our real estate assistants are prepared from day one to enhance your efficiency.

So, why not embark on the journey toward a more efficient, less stressful, and ultimately more prosperous real estate career?

Schedule a free consultation call to learn more about AgentUp’s real estate assistants and how they can help grow your business. 

We appreciate you taking the time to read our post today. Hopefully, this article helped answer the question of what the main task of a real estate assistant is.

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Gregory Gronbacher

Real Estate Sales Agent / Professional Blogger

Gregory is a real estate sales agent and a state-certified instructor of real estate licensing and law. Originally from New York City, he's called Grand Rapids, Michigan home since 1995.

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