• Virtual Assistants

What Does a Real Estate Virtual Assistant Do?

Key Takeaways

The US real estate market is expected to grow at a CAGR of 3.31% by 2029, making the industry highly competitive. You need additional, affordable support to outshine competitors.

While buying property, 41% of people research online. A real estate virtual assistant uses SEO strategies to increase the chances of your website ranking high and getting more traffic.

Were you busy searching for a missing invoice and forgot about your open house event again? Tight deadlines can drive you to make such costly mistakes and snatch once-in-a-lifetime opportunities from your hands.

Instead of being stuck in the daily operations, you can focus on growing your business by assigning daily tasks to a virtual assistant (VA).

VAs possess the skills required to handle typical back-office duties and specialized tasks.

Are you ready to leverage these skills to outperform competitors and scale your business? Learn more about real estate virtual assistants below.

What Is a Real Estate Virtual Assistant?

Real estate virtual assistants are remote professionals who are proficient in crucial tasks of the real estate world. They support businesses by curating listing descriptions and managing customer relationships.

You can also delegate routine tasks, including appointment scheduling, data entry, basic photo editing and more to your virtual assistant.

How Is a Virtual Real Estate Assistant Different From an In-House Assistant?

In-person assistants work from the office and are hired based on a company’s location. You have to pay for their office space, devices and internet access.

Businesses can save on the expense of in-person employees by hiring a virtual assistant instead.

Virtual assistants can be hired from global locations, allowing you to pick rare skills from the global talent pool. As they don’t work from the office, you also save on overhead costs, including utilities and employment benefits.

How Can Real Estate Virtual Assistants Help a Realtor?

What do real estate virtual assistants do? They can handle almost every time-consuming task related to property, client relationships and daily management.

From engaging potential clients and resolving their doubts to scheduling property visits and virtual tours, VAs can support your real estate firm in various ways.

Attracting New Clients

You must establish credibility from day one to attract leads, make new connections and grow your client base. To do this, you must market your firm in a vivid, engaging and authentic manner.

Infographic: 5 ways a VA helps attract new clients. Includes social media, email marketing, website updates, lead generation, and descriptive listings.

Customers want their realtors to understand and meet their needs. Your practice should reflect how and why you are the best choice for their needs.

But creating marketing campaigns and posting on social media takes time. Hiring a real estate virtual assistant to help you brainstorm content ideas and promote your services is a wise decision with long-term benefits.

Here’s what a virtual assistant can do to grab the attention of your target audience and present you as the go-to choice for buyers.

1. Write Attractive Listings

Your virtual assistant can write content for your listings to invite more buyers. They format it to be crisp, concise and persuasive—highlighting the top features of the property on sale.

Real estate VAs can also optimize your listing by researching and adding the most relevant, value-adding keywords for platforms like Zillow. This helps your content rank higher in the platform’s search results.

2. Update the Website

While buying property, 41% of people research online.

Yes, real estate platforms provide instant visibility. But a professional website can be personalized and leveraged for enhancing brand image.

Pie chart showing 41% of buyers search for homes online. National Association of Realtors data.

Your real estate virtual assistant can use SEO best practices for high website rankings and more high-intent traffic.

By keeping your website content up-to-date and interesting for visitors, your VA can establish brand authority and increase visitors’ trust in your business.

3. Post on Social Media Platforms

According to a National Association of Realtors’ survey, 70% of respondents believe that social media is an impactful tool for real estate businesses.

In this highly-competitive industry, you can leverage your virtual assistant to create a personal brand that helps you stand out from the crowd.

They can create social media content tailored to this brand identity and post it with consistency across platforms.

Infographic: 68% of real estate pros use social media for listing promotion, 52% for lead generation, and 45% for networking.

Whether you want to promote new properties, generate leads, engage your community or network with other real estate professionals, your VA can help you make the best of your social media presence.

They can:

  • Schedule uploads with relevant hashtags, targeted to your audience.
  • Create informative graphics as well as engaging memes.
  • Repost interactive stories and mentions.
  • Reply to comments and messages using your brand voice.
  • Repurpose content for multiple social media platforms such as Instagram, LinkedIn, X, Pinterest, etc.

4. Handle Email Marketing

Email users are estimated to reach approximately 4.89 billion globally in 2027. This means email marketing is one of the quickest ways to reach your target audience.

But if you are busy meeting clients and showing properties, you won’t be able to curate and fine-tune your marketing emails for maximum leads.

Your real estate virtual assistant can maintain email lists, draft customized emails for clients as well as leads and schedule your monthly newsletter to engage your audience.

With emails highlighting new properties and seasonal offers, you can grab audiences’ attention and convert more leads!

5. Generate Leads

Want your clients to come directly to you when they need to buy or sell a property? You need to qualify leads, pursue the high-intent ones and convince them to trust you for all their real estate needs.

Your real estate virtual assistant can help you compile contact information of prospective buyers. They also research and analyze the local market, explore property pricing and study buyer preferences—all to improve their search and find better quality leads.

Once they have a list, they can reach out to prospects, take regular follow-ups, nurture leads and support them throughout their buying journey—making their decision to choose you easier.

Giving Ongoing Support

It’s not always about attracting clients. You should also pay attention to maintaining clean data records, researching the real estate market and other tasks.

A real estate virtual assistant will not only attract clients but also help with your administrative and customer support tasks.

Here’s what a VA can do to ensure ongoing support for your real estate firm.

Infographic: Four ways a virtual assistant (VA) provides ongoing support: handling admin tasks, supporting buyers, supporting work travel, and market analysis.

6. Handle Daily Admin Tasks

You must attend strategic meetings with sellers, conduct open houses, attend realtor community business events and more. While you’re busy with these priority tasks, your virtual assistant can manage the administrative responsibilities.

They can:

  • Respond to client calls and emails.
  • Maintain your calendar and schedule client meetings, property showings, etc.
  • Send event reminders to clients.
  • Organize digital files and spreadsheets.
  • Create and share invoices with clients.

7. Provide Support to Buyers

Keeping track of every client’s needs is important, but exhausting. Delegate these tasks to a real estate virtual assistant and enhance customer relationships without compromising on your own wellbeing.

Your VA can maintain your database, compiling and organizing client details efficiently. They can also record client preferences, pain points and special needs. This will help you upgrade your services and keep your clients happy.

You can also ask your VA to new property details regularly through messages or in your newsletter, depending on the customer’s choice of communication. They can also inform loyal clients about exclusive, limited-time offers to drive up conversions.

8. Analyze the Real Estate Market

The real estate market is very competitive and dynamic. Your virtual assistant can help you research recent market trends, customer demands and other relevant business insights.

They can conduct a thorough analysis of properties and compare them to create real estate comps, which can help you estimate local rates to set your own property prices.

Your VA can also keep tabs on compliance updates and legal requirements from National Association of Realtors as well as local government bodies.

9. Arrange Travel

Being in the right place at the right time is crucial for real estate professionals to grab profitable opportunities. Whether you travel for conferences, networking events or realtor meetings, travel preparation can consume hours, even days.

Your virtual assistant can help you make timely travel arrangements so you’re ever-ready to hop on a plane and close deals!

They can arrange car rentals and find and book hotels according to your budget and preferences. From finding the best deals on flight tickets to managing travel documents and handling tasks while you’re unavailable, they’ll get you maximum support so you can travel hassle-free!

Closing the Deal

After you’ve turned leads into almost clients, sat through long meetings and conducted property tours, it’s time to close the deal.

However, organizing all necessary paperwork and getting clients’ confirmation can be stressful. Let your real estate virtual assistant help you with these conversion tasks.

Here are the tasks they handle for a smooth transition of the lead into a long-term client.

Infographic: Four ways a virtual assistant (VA) helps close deals: proofreading documents, organizing agreements, requesting reviews, and maintaining connections.

10. Proofread Documents

Every state has different, complicated laws that keep changing. You don’t want to spend time researching them when you could be reaching out to more leads and showing more properties.

A real estate virtual assistant will:

  • Research, fact-check and compile necessary legal information.
  • Cross-check leases to ensure compliance with state laws.
  • Proofread all your documents for complete accuracy.
  • Spot inconsistencies or errors and bring them to your attention.
  • Ensure all the documents are signed and notarized.

Your VA can also reconfirm the commission structure with clients and explain the costs to prevent future conflicts.

11. Organize Contracts

As the clientele increases, it gets difficult to organize agreements properly.

Your virtual assistant can keep everything organized digitally in a proper system to prevent misplacement of crucial documents and make them easily accessible.

Your VA can also retain data backups in case of emergencies and encrypt files using strong passwords to protect your data.

12. Request Reviews

What does one look for before buying any product or service? Testimonials from real customers.

So it’s highly recommended that you collect reviews from clients you helped find their dream home.

Your real estate virtual assistant can help you prepare a set of questions and ask for honest reviews from your clients. The VA can also post these positive reviews on your website and social media, earning you the trust of prospective buyers.

13. Maintain Connections

Staying in touch with your clients and prioritizing their satisfaction with quality post-sale support is a fool-proof strategy for long-term growth. A real estate virtual assistant can arrange seasonal gifts and send regular greetings to maintain connections with clients.

This will create a good impression, boost loyalty and help you get referrals from happy clients.

Why Do Realtors Need Real Estate Assistants?

The US real estate market is expected to grow at a CAGR of 3.31% and reach US$155.60 trillion by 2029. This trend indicates that the industry will become highly competitive over time.

You need additional, affordable support to outshine competitors—all possible with a virtual assistant. Their support in managing daily operations can benefit your business in various ways!

Delegate Workload

It is impossible to manage your customers, admin tasks and search properties in one day. Why do multiple things at the same time when you can easily delegate to your virtual assistant?

Whether it’s creating listings, organizing documents or sending emails, your VA will share your workload so you can focus your energy on more important tasks.

Increase Operational Efficiency

Virtual assistants can handle operations and increase the efficiency of your company’s work. They make every process error-free and easy-flowing, so you don’t have micromanage any task at all.

They will map your requirements and ensure the workflows align. They can also automate repetitive tasks, such as content scheduling, saving your time.

Enrich Customer Loyalty

A real estate virtual assistant will send regular greetings to your clients. They can also email to discuss the experiences of the clients with the property. This will showcase that your business goes beyond deals and money. 

They can also send your merchandise or personalized gifts to clients on special occasions to keep the connection alive and retain clients for the long term.

Enhance Branding

Consistently posting on social media accounts spreads awareness about your business. This helps attract more followers, leads and clients.

Using regular website updates, consistent social media posts and active audience engagement, your virtual assistant can keep prospects hooked to your brand!

Intensify Deep Work

With a real estate virtual assistant, you get time to focus on the growth of your business and concentrate entirely on your core tasks.

Whether it’s talking to high-profile clients, showing properties or attending realtor conferences, you’ll give complete attention to the task at hand and not worry about pending admin tasks.

Get More Personal Time

Delegating back-office tasks to your real estate virtual assistant is revitalizing. This finally gives you the quality time you deserve with yourself and your loved ones.

When the overwhelming tasks are taken care of, you can enjoy your free time without worrying about growing your business.

Six benefits of hiring a real estate virtual assistant: delegate workload, boost workflow efficiency, enrich customer loyalty, enhance branding, intensify deep work, improve personal time.

Where Can You Find a Good Real Estate Virtual Assistant?

When you’re under a lot of workload, juggling both admin and core tasks simultaneously, overwhelm can settle in fast. This can lead to missed client calls, double bookings and other logistical mistakes.

Because the real estate industry is immensely competitive, the risk of losing your important clients is high. Can you afford such losses?

Break free from this cycle by delegating your workload to a professional virtual assistant, saving yourself from exhaustion, or worse, burnout.

Whether you are a large firm or a solo agent, you can hire a real estate virtual assistant from companies like Zenius. All you need to do is carefully analyze and list the tasks you want to delegate and contact us to hire the best possible candidate.

Final Thoughts

Are you looking for a real estate virtual assistant who can take over your back-office workload, but don’t have the time or budget to find specialized talent?

You don’t need to look further.

Zenius provides a hassle-free hiring process. We handle hiring, training, payroll, overhead, statutory regulations and tax compliance to streamline scaling for real estate agencies and agents.

Hire real estate virtual assistants from Zenius!

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