Virtual assistants for real estate agents and teams

What a real estate virtual assistant can own

CRM follow-up

Update records in your approved CRM, assign leads, log contact attempts, schedule approved follow-ups, and flag conversations that need an agent. Define what qualifies a lead for a handoff; do not ask an assistant to improvise advice or make commitments for you.

Listing preparation

Collect photos and property information, organize files, prepare listing drafts and approved social posts, and check that agent details and links are correct. An authorized agent reviews property claims and approves publication.

Transaction administration

Track the checklist you provide, follow up on missing documents, coordinate appointments, and flag approaching deadlines. The assistant supports administration; the responsible professional retains interpretation, advice, and decisions.

A daily handoff you can use

• New inquiries: source, contact status, assigned owner, and next approved action.
• Appointments: confirmations, unresolved scheduling conflicts, and information the agent needs.
• Active files: checklist item, due date, missing input, and person responsible.
• Exceptions: the decision needed from the agent, relevant context, and deadline.
• Completed work: links to updated records so the agent can review without searching.

Use a shared queue rather than personal message threads. Keep only the information needed for the task and follow your brokerage’s access and review requirements.

Test the role with sample work

Give candidates a sanitized CRM record, a scheduling conflict, and an incomplete listing packet. Ask them to identify missing information, draft a follow-up, and escalate decisions outside the checklist. Score completeness, accuracy, clarity, and judgment before speed.

For tools such as Follow Up Boss, kvCORE, DocuSign, or your listing platform, confirm the candidate’s experience and permitted access. A tool list is a scoping requirement, not a guarantee that every candidate knows every system.

Choose the right role and workload

An executive assistant fits administrative coordination. A sales assistant fits a defined prospecting and appointment-setting workflow. An editor handles video production. Separate these needs before trying to put them into one job.

If you run a photography or media company, the media workflow map focuses on file intake, revision tracking, and delivery rather than agent transaction support.

What should you budget?

Staffify’s published base range is $11.25–$14 per hour depending on the role, plus a small one-time onboarding investment. At 40 hours per week and 52 weeks per year, ongoing staffing averages about $1,950–$2,427 per month. Confirm your schedule and scope in a written quote. See the full executive assistant budget, including first-year cost.

Frequently asked questions