A virtual assistant for real estate who actually works your CRM.
Dedicated full-time admins trained on Follow Up Boss or kvCore, the MLS, DocuSign, and the listing workflow. Lead follow-up, transaction coordination, and the listing posts you keep meaning to schedule.
What you actually get
One dedicated real estate VA trained on your CRM, your buyer and seller scripts, your transaction checklist, and the brokerage compliance file.
Lead response in minutes, not hours. First-touch on internet leads, drip enrollment, and a clean handoff back to you when the lead is ready for a real conversation.
Pricing. Roughly $2,000 to $4,500 per month for a full-time dedicated admin, Philippines or Latin America based, with a lifetime replacement guarantee.
Why most real estate VAs fall apart in 60 days.
Real estate admin work is not generic admin work. The lead has to be touched in minutes, the CRM has to be tagged correctly the first time, the disclosure packet has to go out before the inspection contingency runs out, and the listing post has to be in the broker's brand template. A generalist VA who has never lived in Follow Up Boss or pulled MLS comps will be slow, miss compliance deadlines, and quietly stop touching the CRM after week three.
A dedicated executive admin trained on the real estate workflow handles the repeatable load (lead follow-up, transaction coordination, MLS data entry, listing graphics, CMA prep) so the agent is back in the car showing property and writing offers.
What a real estate VA at Staffify actually does.
Lead follow-up and CRM hygiene
First-touch on Zillow, Realtor.com, and website leads inside your response SLA. Drip campaign enrollment in Follow Up Boss or kvCore, stage transitions as leads progress, and a daily flag list of warm leads that need an agent call.
Transaction coordination support
Contract-to-close checklist tracking, document collection from buyers and sellers, e-signature routing in DocuSign, calendar deadlines for inspection, appraisal, financing, and closing, and a clean compliance file at the end. The VA runs the timeline so the agent does not have to.
MLS data entry and listing prep
New listing entry in the local MLS, photo uploads, remarks and showing instructions written from your template, and listing changes (price drops, status updates) processed same day. Listing graphics built in Canva from your brokerage template for social posting.
CMA and buyer packet prep
Comparative market analysis pulled in MLS, formatted into your seller presentation template, and ready for the listing appointment. Buyer packets assembled with neighborhood data, school info, and recently sold comps for the area.
Vendor and showing coordination
Showing time bookings, vendor scheduling (inspectors, photographers, stagers, repair contractors), and Calendly availability maintained so buyers and sellers self-book the agent without the back-and-forth.
Tools your real estate VA will know.
- CRM. Follow Up Boss, kvCore, Sierra Interactive, BoomTown, LionDesk, Wise Agent.
- MLS. The local board MLS, plus Bright, Stellar, MIBOR, MRED, and most major regional systems.
- Transactions. DocuSign, dotloop, SkySlope, BackAgent for brokerage compliance files.
- Scheduling. Calendly, ShowingTime, BrokerBay, Aligned Showings.
- Listing graphics and social. Canva from your brokerage template, Coffee and Contracts, Agent Crate for content.
- Email and dialer. Gmail or Outlook, Mojo Dialer, Vulcan7 for prospecting workflows.
Onboarding cadence.
Most agents and teams have their real estate VA running the inbox and CRM inside 21 days. Week 1: SOP build (your lead response script, your transaction checklist, your listing intake form, your brokerage compliance requirements). Week 2: paired work, VA drafts and you review every reply and CRM action. Week 3: solo on tier-1 leads and routine transaction steps, with the agent reviewing a daily flag list. By month 2 the VA is the first touch on every new lead and the first set of eyes on every new contract.
Real estate hiring model comparison.
| Model | Typical cost | Fit |
|---|---|---|
| Agent doing it themselves | "Free" but 12 to 20 hours/week of agent time | Solo agents under 12 closings per year |
| In-house W-2 admin | $4,500 to $6,500 / mo loaded | Teams doing 50-plus sides per year wanting in-office support |
| US transaction coordinator (per file) | $300 to $500 per closed file | Variable cost teams who only want the contract-to-close piece |
| Freelance VA (marketplace) | $400 to $1,500 / mo part-time | Agents ready to vet, train, and manage themselves |
| Staffify dedicated real estate VA | $2,000 to $4,500 / mo (full-time) | Producing agents and small teams (15-plus sides/yr) |
Where this works (and where it does not).
Strong fit: producing solo agents at 15-plus sides per year, growing teams of 2 to 8 agents, and brokerage owners who want a dedicated ops layer without taking on a W-2 hire and benefits. Also strong fit for investor-focused agents and property managers who need consistent vendor coordination.
Weaker fit: brand-new agents with fewer than 6 closings a year (you do not yet have full-time work), and rural single-MLS markets where your transaction volume cannot sustain 40 hours a week. In those cases a part-time arrangement or a per-file TC service may be the better first step. For the decision framework see first employee vs VA and the hidden cost of doing it yourself.
The compliance question.
A dedicated VA can run the file, route documents through DocuSign or dotloop, track the deadlines, and assemble the broker compliance packet at close. They cannot give legal advice, interpret contract clauses for clients, or sign anything on the agent's behalf. The agent remains the licensed party of record. Most teams find the VA model adds compliance discipline because the same person runs every file the same way, every time.
Frequently asked questions.
How much does a real estate virtual assistant cost?
Freelance VAs run roughly $400 to $1,500 per month part-time. Per-file US transaction coordinators run $300 to $500 per closing. A dedicated full-time offshore real estate VA through Staffify is roughly $2,000 to $4,500 per month with lifetime replacement guarantee.
Can your VAs work in Follow Up Boss and kvCore?
Yes. Both are the most common CRMs we see. We also place VAs into Sierra Interactive, BoomTown, LionDesk, and Wise Agent. The VA learns your specific stages, tags, and drip campaigns during onboarding.
Can they enter new listings in the MLS?
Yes, with your credentials and inside your broker's policy on MLS access. Most agents grant the VA access through the broker's MLS user management. The VA enters new listings, processes price changes, and updates status transitions.
Will my VA do transaction coordination?
Yes. They run the contract-to-close timeline, chase documents, route e-signatures in DocuSign or dotloop, track inspection and financing deadlines, and assemble the broker compliance file at close.
Will my VA work my time zone?
Yes. Most Philippines and Latin America VAs work US hours (typically Eastern, Central, Mountain, or Pacific). We confirm the shift on placement so lead response stays inside your SLA.
What if my VA does not work out?
We replace them. Lifetime replacement guarantee, no extra fee. Most replacements happen in the first 30 days and are usually about tone or pace fit with the agent, not skill.
Stop running your business out of the car.
25 minutes. Tell us your CRM, your closing volume, and where you are losing the most hours each week, and we will tell you what a dedicated real estate admin seat would look like.
Book a 25-min discovery call