The real estate market is fast-paced and competitive, making productivity essential for success. As a realtor, you’re constantly juggling multiple tasks, from managing client relationships to coordinating property viewings and marketing campaigns.
But what if you could get some help with the tedious tasks and focus on closing more deals instead of managing paperwork and emails?
This is where real estate virtual assistants (REVAs) become indispensable for Australian real estate agents. REVAs represent an effective solution to streamline your operations while boosting the efficiency of your business.
Keep reading to learn more about the benefits of hiring a real estate VA, what they can do for your business, and how to hire one successfully.
Introduction to Real Estate Virtual Assistants
A real estate virtual assistant is a remote professional who provides administrative, marketing, and operational support to real estate agents and brokers.
These are specialised virtual assistants who are well-versed in the real estate business. They understand the industry’s quick pace and competitiveness, often providing essential customer support around the clock.
Property management virtual assistants may take on a range of tasks, often including tedious contract preparation, coordinating transactions, preparing listings, and so on. They help busy realtors save time, allowing them to focus on increasing their sales volume instead.
Benefits of Hiring a Real Estate Virtual Assistant
So, what exactly are the benefits of hiring a virtual assistant for realtors?
Cost Savings
One of the biggest advantages of a remote VA is the cost. Compared to hiring a full-time in-house assistant in Australia, a REVA comes with substantial cost savings.
For example, if you outsource a specialised VA from the Philippines, you can expect to pay anywhere between AUD 5 and AUD 13 per hour or AUD 740 to AUD 1,047 per month in base pay. A REVA based in Australia will cost at least three times that but often significantly more.
Plus, with a remote assistant, you avoid the overhead expenses associated with office space, equipment, and local benefits like superannuation.
Increased Productivity
By delegating time-consuming administrative tasks to a REVA, you can free up valuable time to focus on core revenue-generating activities.
Instead of spending time on contract drafting and preparing listings, you can instead take client meetings, show more properties, and ultimately, close more deals. This increased productivity can lead to higher sales and improved profitability.
Enhanced Client Management
Client communication is a crucial task for many real estate VAs. They can schedule appointments, follow up with clients after showings, explore new leads, and respond to inquiries around the clock.
This level of organisation and attention to detail can significantly improve client satisfaction and retention. Meanwhile, you never have to worry about missing another lead.
Flexible Staffing
Unlike traditional employees, you can flexibly scale your remote VA team up or down as needed. For example, during low season, you can minimise support team expenses. Meanwhile, when you are off on vacation, you can increase their working hours to ensure your business keeps running smoothly.
This adaptability allows you to respond quickly to market fluctuations and workload demands.
Key Roles and Responsibilities
Real estate virtual assistants can take on a wide range of tasks, depending on your specific requirements and the level of support you need. Here are some typical responsibilities for REVAs.
- Administrative support: Some common tasks include data entry, document management, email and calendar management, and travel arrangements.
- Client communication: They can assist with client inquiries, appointment scheduling, follow-up calls, and maintaining client databases.
- Marketing and social media management: REVAs can help with creating marketing materials, managing social media accounts, writing and updating listings, and running online advertising campaigns.
- Transaction coordination: More specialised VAs can help organise relevant documents, schedule inspections, and ensure compliance with legal requirements.
- Research and analysis: They can also conduct market research, analyse property data, and provide insights to support your decision-making process.
These are just a few of the tasks a virtual assistant for realtors might help with. The scope of work and specific profile will depend on your business needs.
How to Hire the Best Real Estate Virtual Assistant
Do the benefits of hiring a REVA sound right for your business? If so, here is how to go about hiring a real estate VA.
Step 1: Identify Your Needs
Clearly define the tasks and responsibilities you need the virtual assistant to handle. This will help you narrow down candidates with the appropriate skills and experience.
Step 2: Look for Relevant Skills and Certifications
Ensure the candidate has the necessary skills, knowledge, and certifications. Make sure that they have experience working as VA and understand the nuances of Australia’s real estate market.
Step 3: Conduct Thorough Interviews
Conduct detailed interviews to assess the candidate’s knowledge, problem-solving abilities, and communication skills. Check their English proficiency during the interview to ensure smooth communication in the long run.
Step 4: Check Experience and References
Look for candidates with a proven track record in similar roles. For example, have they worked in real estate before and understand how the industry works?
You can check their skills by doing quick online tests or sending them a paid sample task. You should also obtain their references and follow up to verify their experience and reliability.
Step 5: Contract and Onboard
Draft a detailed contract that is valid both in Australia and their country of residency. Make sure the contract specifies key information like payment, employee benefits, working hours and availability, termination, etc. Define your onboarding process and establish clear lines of communication from the get-go.
Cost Considerations for Realtors
When budgeting for a real estate virtual assistant, Australian realtors should consider several cost factors.
- Hourly rates vs. salaries: Depending on the scope of work, you may choose to hire a VA on an hourly or full-time basis. Hourly contracts allow for more flexibility in scaling your workforce. Meanwhile, salaried VAs can be a better choice for long-term roles that need to learn the ins and outs of your business.
- Experience level: Are you looking for an entry-level VA for basic tasks? Or do you want someone with a detailed understanding of the real estate industry in Australia? The rates for these roles will vary dramatically. As such, you’ll need to balance the need for expertise with your budget constraints.
- Contract terms: Establish clear contract terms, including payment schedules, deliverables, and termination clauses, to ensure transparency and avoid disputes. You should also consider benefits and bonuses in your payment structure, especially for long-term VA contracts, to encourage retention and motivate your staff.
Overall, hiring a VA for your real estate business can be a game-changer in productivity. Maximise your time by focusing on closing deals instead of tedious tasks, which your VA can take care of for you.
Want to know how you can hire and onboard a REVA? Book a free consultation today: remotehirely.com/free-consultation/.
FAQs
What are the common challenges faced when working with real estate virtual assistants?
Here are some top skills to look for in a real estate virtual assistant:
- Strong organisational skills
- Time management and punctuality
- Good command of English
- Proficiency in relevant software (e.g., CRM systems, marketing platforms)
- Excellent communication abilities
Industry-specific knowledge and experience in real estate can be advantageous but may not be essential, depending on your needs.
How do I manage and communicate with a remote real estate virtual assistant?
Establish clear expectations and communication channels during onboarding. Then, perform regular check-ins and progress updates to ensure the VA’s success. Always provide detailed instructions and clear feedback, helping you build a strong working relationship and a collaborative environment.
You can use various project management tools and video conferencing platforms to facilitate communication. Popular tools include Slack and Zoom.
What are the common challenges faced when working with real estate virtual assistants?
While hiring a real estate virtual assistant can be highly beneficial for Australian realtors, you may face certain challenges.
Communication barriers are a common issue. During the interview process, use a video call to check that the candidate speaks good English (or other relevant languages) and their overall communication ability.
Another common challenge is trust and accountability. Clear and binding contract terms, as well as following relevant laws and regulations, can help address this issue.
Finally, data privacy and security is an important consideration if your VA is to handle personal customer data. Make sure to follow Australian laws and regulations in this regard.