Wouldn't it be nice to stop drowning in admin work and start focusing on what you do best—closing deals and building relationships? Hiring a real estate assistant is how you make that a reality. The right assistant can help you scale faster, reduce stress, and practice effective delegation to free up time and concentrate on revenue-generating activities.
In this blog, I’ll break down everything you need to know to hire a PA (personal assistant), from strategy and recruiting to onboarding and training. Plus, I’ll share tips on ensuring they’re tech-savvy so they can hit the ground running. Let’s get started!
What Does a Real Estate Assistant Do?
Think of a real estate assistant as your operational superhero. They handle the details that keep your business running smoothly, freeing you to focus on the big picture.
Here are some key responsibilities:
- Administrative Tasks: Answering emails, managing your schedule, and handling data entry.
- Transaction Coordination: Managing contracts, ensuring deadlines are met, and working with escrow and title companies.
- Marketing Assistance: Managing social media, creating email campaigns, and running lead generation systems.
- Client Communication: Following up with leads and maintaining relationships with current clients.
Hiring an assistant helps you delegate tasks effectively and ensures you’re spending your time on high-impact activities. Of all the real estate team roles, this is one of the best places to start.
In-Person vs. Virtual Assistant: Which is Right for You?
Both options have unique advantages, and the right choice depends on your business needs, budget, and preferred way of working. Let’s break it down.
The Benefits of an In-Person Assistant
An in-office personal assistant is the ideal choice for hands-on tasks that require immediate attention or physical interaction. Key advantages include:
- Direct Oversight: You can provide real-time feedback and guidance, which is especially helpful for new hires. It will also help you develop effective delegation skills when first starting your team.
- Handling Physical Tasks: In-person assistants can manage tasks like filing paperwork, preparing materials for meetings, or running errands.
- Team Collaboration: They can easily interact with other team members, enhancing communication and teamwork within your real estate team.
However, an in-office personal assistant may come with higher costs, including office space, equipment, and potential benefits.
The Benefits of a Virtual Assistant
A virtual assistant works remotely, providing flexibility and often lower costs. This option is best for tasks such as managing digital marketing or coordinating schedules. Key benefits include:
- Cost-Effectiveness: VAs typically charge lower rates and don’t require office space or equipment.
- Access to a Global Talent Pool: You’re not limited by location, allowing you to find highly skilled professionals from anywhere in the world.
- Scalability: Hiring a VA is a great way to scale your operations without committing to a full-time employee.
On the flip side, a virtual assistant may not be ideal if you need hands-on help or face challenges with managing remote workers.
How to Decide
There's no right answer, but ask yourself these questions before you decide:
- What kinds of tasks do I need help with?
- What can I afford?
- Is an assistant what I need most or should I be looking for a real estate transaction coordinator or a social media manager?
How to Hire a Real Estate Assistant
Finding the perfect personal assistant for your real estate business starts with a strategic hiring process. Here’s how to do it:
Define the Role
What tasks are draining your time and energy? Whether it’s managing your CRM, coordinating transactions, or handling client communication, clarify the responsibilities you need covered.
Write a Compelling Job Description
Include details about the role, required skills, and your expectations. Look at this blog on the most important traits to look for when hiring team members and include some of those keywords in your description.
Post on the Right Platforms
Use job boards like Indeed, LinkedIn, or specialized real estate networks to attract qualified candidates. And don’t forget to tap into your professional network for referrals.
Interview Like a Pro
Prepare administrative assistant interview questions to assess the prospect's organizational skills, ability to handle pressure, and familiarity with real estate technology.
How to Hire a Virtual Assistant
Hiring a VA isn't the same process as hiring an in-house assistant. Here's what to remember:
Identify Remote-Friendly Tasks
VAs are perfect for roles like email management, social media scheduling, and lead nurturing. Write down exactly what you need them to know.
Search on Specialized Platforms
Sites like Upwork, Fiverr, or VA-specific agencies can connect you with skilled professionals.
Conduct Video Interviews
Ensure they have the communication skills, reliability, and tech proficiency needed for the role.
Set Clear Expectations
Use collaboration tools like Trello or Asana to define their tasks and deadlines. Establish a system for regular check-ins to keep everything on track.
Start Small
Test their capabilities with a trial project before committing to a long-term arrangement.
Onboarding and Training Your Assistant
A thoughtful and well-developed onboarding process is critical to setting your real estate assistant up for success.
Develop a Training Plan
Outline their responsibilities and create a step-by-step training schedule for the first 90 days. This ensures they feel supported and understand your business operations.
Share S.O.P.s
Provide clear Standard Operating Procedures (S.O.P.s) for key tasks, from transaction management to client follow-ups. S.O.P.s ensure consistency and reduce onboarding time.
Shadowing and Hands-On Learning
Have your assistant shadow you for the first few weeks to see how tasks are done. Gradually let them take ownership while providing feedback.
Regular Check-Ins
Schedule weekly check-ins to address questions, review progress, and provide coaching. This keeps them aligned with your goals and motivated to excel.
Ensuring Technology Proficiency
Being tech-savvy isn’t optional—it’s essential. Your assistant must be comfortable with the tools you rely on daily. Here’s how to ensure their success:
Assess Skills During Hiring
Look for candidates with experience using CRMs, transaction management software, and marketing tools. This minimizes the need for extensive training.
Provide Technology Training
If your assistant is unfamiliar with a specific tool, provide tutorials, manuals, or hands-on training. Their proficiency with tech like your CRM will directly impact your efficiency.
Use Task Management Tools
Introduce platforms like Slack, Asana, or Trello to streamline communication and task delegation.
Encourage Feedback
Ask your assistant for insights on how tech can improve workflows. They may spot inefficiencies or suggest tools you haven’t considered.
Stay Updated
As technology evolves, make sure your assistant stays current with updates and new tools.
Ready to Hire Your Assistant?
Hiring a real estate assistant or virtual assistant isn’t just about lightening your load—it’s about becoming a real estate team leader and taking your business to the next level. Imagine the potential when you can focus on what truly matters: building relationships, closing deals, and growing your real estate team.
We specialize in helping agents like you build scalable systems and develop thriving teams. Want expert guidance to streamline your hiring process and ensure success? Schedule a free business growth consultation and take your first step towards an unstoppable team!