The REPS Blog

Unlocking the Benefits of a Real Estate Virtual Assistant

December 27, 2022 by Max Fisch

Real estate businesses have been facing unprecedented challenges since 2020 due to the pandemic, which has resulted in a shift in the way they typically operate. This shift has lent importance to being able to work remotely, and because of this, real estate virtual assistants have become increasingly popular as a means of helping streamline processes, reduce costs, and increase efficiency. In this article, we will cover what a real estate virtual assistant is, the benefits of hiring one, and some tips for finding the right VA for you.

Introduction to Real Estate Virtual Assistants

Real estate virtual assistants serve as support for the day-to-day lives of professionals, primarily with administrative tasks, but also with anything that can be properly delegated and outsourced. They are hired on a contractual basis and provide many services, including data entry, appointment setting, cold calling, managing social media accounts, and so much more.

These virtual assistants can be an invaluable resource for real estate agents and businesses, allowing them to focus on the higher value, more important tasks of their business, without having to worry about whether the tedious tasks they can assign them get done.

What is great is about them is that they can help reduce costs associated with hiring local in-house staff, while still providing the same quality skillset you would expect with one.

What is a Real Estate Virtual Assistant?

A real estate virtual assistant is normally an independent contractor who specializes in helping real estate professionals with any number of administrative, back office, or inside sales tasks. They can be hired to work remotely on a part-time or full-time basis, depending on the needs of the real estate business or professional.

Real estate virtual assistants are expected to have intermediate to advanced knowledge of the real estate industry, as well as a working knowledge of current trends and technologies. They should also be familiar with the tools and software programs often employed by those in real estate, such as CRMs and MLSs, because they will probably assist in managing them.

The primary role of a real estate virtual assistant is to provide support on any number of tasks the real estate business needs help with. This includes scheduling appointments, marketing, creating unique original content, and helping to manage any software or databases. They may also provide additional services such as lead generation if they are inclined towards sales and a good personality fit for doing so.

Benefits of Hiring a Real Estate Virtual Assistant

Real estate virtual assistants can provide a number of benefits to real estate businesses. The biggest is probably the cost savings that hiring a virtual assistant brings. Because they are independent contractors, businesses do not have to worry about payroll taxes or benefits, making them a much more economical option.

Real estate virtual assistants can free up time for real estate professionals, allowing them to focus on higher priority tasks and responsibilities. This helps to increase efficiency and productivity, while also allowing the business to devote more time to revenue generating efforts like marketing and cold outreach.

Another benefit is that they are typically tech-savvy and well-versed in the tools and technology used in the industry. This can be a huge advantage, as they will be able to quickly learn the systems and processes used by the business, thereby helping them to run more smoothly.

Lastly, real estate virtual assistants can provide a level of flexibility that can be hard to find when working with local in-house staff. They can work remotely, available when and as they are needed, which means that businesses don’t have to worry about providing office space or equipment for them, and only pay for the task or service they are being hired to do.

Services Offered by Virtual Assistants for Real Estate

Real estate virtual assistants can provide a very large array of real estate services for professionals. Some of the most common services include:

  • Lead generation
  • Market research
  • Social media management
  • Data entry and database management
  • Appointment scheduling and reminder services
  • Responses to customer inquiries
  • Generating marketing materials
  • Preparing documents for closing
  • Generating reports
  • Legal document review
  • Website management
  • Accounting and bookkeeping

The services provided by real estate virtual assistants can vary greatly, it just depends on the needs of each business, and what the management team there needs done.

The Advantages of Using Virtual Assistants for Real Estate

Given everything discussed so far, the advantages of using a real estate virtual assistant should be apparent. The biggest of which is that they can provide help filling in on a wide range of tasks that normally keep businesses bogged down and unable to focus on what they need to properly grow.

Another is that these remote assistants are much more cost-effective than hiring in-house local staff. A proper licensed real estate assistant will always have a place in the real estate business, but virtual assistants are usually very multi-talented and provide flexibility by working only as needed. This means the business only pays for what they need done, but still gets to tap into a talented resource.

Lastly, real estate virtual assistants drive value by improving the overall efficiency of the businesses they serve. They are typically well-versed in the technology and tools needed to greatly ease and even automate workflows. This, in turn, drives costs down and improves productivity so that more can be done each day.

How to Get Started with a Real Estate Virtual Assistant

If you need to hire a real estate virtual assistant, getting started is mostly a simple process that first involves identifying the tasks that need to be completed and that they will help with. This will greatly help to narrow down the search and ensure that a quality virtual assistant who is experienced in what you need done, is found.

The second step is to research potential virtual assistants and find one that fits all required needs. It is important to look for someone who is experienced, and that has a reliable, proven track record.

Once the right person has been identified, it is important to set expectations early on by creating a contract that outlines the duties and responsibilities they will be taking on. It is also important to establish a standard communication procedure, as this will ensure that everyone is working together and that any misunderstandings are minimized.

Qualities to Look for in a Real Estate Virtual Assistant

When looking for the right real estate virtual assistant, there are a few key qualities that should be sought. The most important, is that they are an experienced virtual assistant, trained to do exactly what is needed to be done the most. They should be familiar with the nature of the work that they will actively participate in each day, and be someone who is up-to-date on the latest innovations within it.

It is also very important to find a VA that can be trusted and relied upon. This is especially so when they will be dealing with sensitive or confidential information. They should also be organized and detail-oriented, as this will be beneficial in guaranteeing that all given tasks will be completed correctly and on-time.

It is lastly important to find a virtual assistant who is a proficient communicator, as this will support everyone in working fluidly and effectively.

The Challenges of Using Virtual Assistants for Real Estate

Using a real estate virtual assistant can be highly beneficial for businesses, but there are also some challenges that come with it. One of the biggest is that it can be difficult to find the right person. It is important to do thorough research when hiring, so as to make absolutely sure they will be a good fit to work with every day.

Another challenge is that it can be difficult to manage remote workers. To remedy this, it is important to establish the previously mentioned standard communication procedure that is followed daily. Equally important, is to provide feedback and guidance for them, so as to make sure they are adequately equipped to handle the responsibilities they will uphold.

And even though they should be versed in the technology and tools needed to get their jobs done, it can be difficult to always keep up with the latest. Helping them keep up-to-date on these things means that they will better serve the needs of the business with much greater accuracy and attention to detail.

Strategies for Making the Most of Your Real Estate Virtual Assistant

Once finally hiring a real estate virtual assistant, there are a few strategies that can help make the most of the working relationship with them.

First, by providing clear instructions and expectations for the tasks that need to be completed, you will minimize fall out and misunderstandings. Be as detailed as possible, and provide feedback when it’s needed. Virtual assistants normally want to perform exceedingly well for who they work for, and a little help goes a long way.

A second strategy is to set up a clear communication procedure so that work is done by each deadline and any topics of confusion can be discussed quickly. Also, give recognition when tasks are completed, as this will keep the virtual assistant motivated.

And a third strategy is to make sure they are always equipped with the right real estate software and tools to do their job well. When the virtual assistant has everything they need, they can provide their very best work.

Bottom Line

Real estate virtual assistants can be a very valuable resource for real estate businesses and professionals that need to leverage additional expertise. They allow for streamlined processes, reduced costs, and increased efficiency. They can provide a wide range of services, from lead generation and market research to social media management and content creation. They can provide a level of flexibility that is hard to find with local in-house staff, making them a good choice for filling in where they are needed.

When looking for a real estate virtual assistant, it is important to find someone who is experienced in exactly what is needing to be done the most, and who is an open communicator with a proven record of accountability. It is equally important that you provide clear instructions, establish good standard communication procedures, and help keep them updated with feedback and the best software and tools for their role.

At Real Estate Project Solutions, we have experienced virtual assistants that can help you with any project. Contact us today to learn more about how our virtual assistants can help you unlock the myriad benefits of trained remote assistance.

About Max Fisch, President of Real Estate Project Solutions

Max started out as a mortgage originator in the early 2000s, primarily based out of the Philadelphia market, and over the years has completed hundreds of real estate transactions between financing, wholesaling acquisition, rehabbing, and long-term investing. He is the founder and president of Real Estate Project Solutions, which is fully dedicated to delivering stellar digital marketing and lead generation services to real estate entrepreneurs, enabling them to scale and realize massive profit.

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