Real Estate Virtual Assistant for Agents and Teams
Real estate runs on follow-up, and follow-up is exactly what falls apart when you're showing homes all day. A real estate virtual assistant takes the operational half of your business — the scheduling, the chasing, the CRM — so the revenue half gets your full attention.
What a real estate VA takes on
- Listing coordination — preparing listing checklists, ordering photography, collecting disclosures and HOA documents, keeping every file complete before it goes live.
- Showing and appointment scheduling — booking showings, confirming with buyers and sellers, managing the calendar across time zones so nothing double-books.
- Lead follow-up and nurture — working new inquiries the same day, running long-term drip follow-up on cold leads, re-engaging past clients for referrals.
- CRM management — keeping Follow Up Boss, kvCORE, LionDesk or your spreadsheet clean: every contact tagged, every stage current, every follow-up date real.
- Transaction checklists — tracking earnest money, inspection, appraisal, financing and closing milestones from contract to close, and flagging what's due before it's late.
- Marketing support — listing descriptions drafted, social posts scheduled, email newsletters prepped, review requests sent after closing.
What they won't do
A VA is not a licensed agent. They don't show property unsupervised where your state requires a licensee, don't negotiate, and don't give legal or financial advice. They run the operation around your license — you keep the judgment calls.
Why dedicated matters here
Real estate relationships compound: the VA who knows which lender always needs chasing, which inspector writes the picky reports, and which past client sends referrals is worth ten times a rotating task-taker. That's why every engagement here is a dedicated virtual assistant — one person, matched to your business, in it for the long term.
Real estate virtual assistant tasks: a checklist
| Area | Tasks |
|---|---|
| Lead management | Respond to portal and website leads, qualify with your questions, log in the CRM, set follow-up tasks |
| Listings | Prepare listing descriptions for your approval, upload to MLS and portals where you allow access, order photos and floor plans, update status changes |
| Showings | Book and confirm showings, collect feedback, send weekly seller updates |
| Transactions | Track contract-to-close deadlines, chase documents and signatures, coordinate with lenders, title and inspectors |
| Marketing | Schedule social posts, build email newsletters, prepare just-listed and just-sold campaigns |
| Admin | Inbox and calendar, expense tracking, past-client touchpoints and review requests |
Tools a real estate VA uses
- CRM: Follow Up Boss, kvCORE, Lofty, BoomTown, Sierra Interactive, HubSpot
- Transactions: Dotloop, SkySlope, DocuSign, Brokermint
- Marketing: Canva, Mailchimp, Meta Business Suite
- Showings: ShowingTime and your MLS tools, with the access your brokerage allows
How much a real estate virtual assistant costs
With us it is one flat monthly fee: $899/mo for 20 hours a week (a good fit for a solo agent's lead follow-up and admin), $1,599/mo full-time for a team or a busy listing agent, and $2,599/mo for a full-time AI-fluent VA who also automates lead routing and follow-up. That works out to roughly $9–15 an hour across a month. For the wider market, see how much a virtual assistant costs.
How to hire a real estate virtual assistant
- List your weekly tasks from the checklist above and mark which ones need licensed judgment. Those stay with you.
- Name your tools, especially your CRM and transaction platform.
- Interview with real scenarios, such as a lead who asks about price or a seller who wants an update. Our VA interview questions guide has templates.
- Start with lead follow-up. It pays for itself fastest.
Or skip the search: tell us what you need below and we send 2–3 matched candidates within 72 hours.
Real estate virtual assistant services by stage of the deal
| Stage | What your VA does |
|---|---|
| Lead | Logs portal enquiries, sends first replies, books calls |
| Nurture | Keeps the CRM clean and runs follow-up sequences |
| Listing | Prepares listing copy, coordinates photos, uploads to portals |
| Under contract | Tracks dates, chases paperwork, updates all parties |
| After closing | Sends review requests and anniversary reminders |
Real estate support by market
| Market | Software that comes up | What stays with you |
|---|---|---|
| United States | MLS, Follow Up Boss, kvCORE, dotloop, SkySlope | Licensed activity under state rules |
| Canada | MLS, Lone Wolf, Follow Up Boss | Provincial licensing such as RECO or BCFSA |
| Australia | realestate.com.au, Domain, Rex, VaultRE | State licensing and trust accounts |
| New Zealand | Trade Me Property, realestate.co.nz, VaultRE | Licensed work under the Real Estate Authority |
| Europe | Idealista, ImmoScout24, local portals | National agency rules |
| United Kingdom | Rightmove, Zoopla, Alto, Reapit | Material information and redress scheme duties |
Investors have a different pipeline: see the virtual assistant for real estate investors. Rental portfolios fit a property management virtual assistant.
Real estate virtual assistant pricing by team size
| Who | Hours | Plan | First handovers |
|---|---|---|---|
| Solo agent | 20 hours a week | Essentials, $899/mo | Lead follow-up, CRM upkeep, social posts |
| Busy listing agent or two-agent team | Full time | Executive, $1,599/mo | Listing coordination, showings, contract-to-close tracking |
| Team or small brokerage | One full-time VA per function | Executive for each VA | Separate lead and transaction roles |
| Team that wants automated lead routing | Full time | AI Manager, $2,599/mo | Lead routing and follow-up automations, checked by a person |
That is roughly $9 to $10 an hour all-in, with no recruitment fee and month-to-month terms.
Appointment setting for real estate agents
Speed beats scripts. A VA who replies to a portal lead within minutes during your hours, asks your qualifying questions and offers two times from your calendar books more appointments than a perfect reply sent tomorrow. Set it up like this:
- Write your qualifying questions: timeline, financing status, area and price range.
- Share calendar rules: which slots are for buyer consultations, listing appointments and showings.
- Agree the hand-off: what your VA books directly and what comes to you first.
- Log every attempt in the CRM with the outcome and the next step.
- Review no-shows and lost leads together once a week.
An inside sales agent (ISA) is a sales role measured on appointments. A VA doing appointment setting works your process alongside the admin. If you want calls to expired or for-sale-by-owner lists, check your market's do-not-call rules first: the National Do Not Call Registry in the US, the DNCL in Canada, the TPS in the UK and the Do Not Call Register in Australia.
Contract-to-close support
| Milestone | What your VA does |
|---|---|
| Executed contract | Opens the file, sends the welcome email, puts every deadline in your calendar and CRM |
| Earnest money | Confirms receipt with the title or escrow company and files the receipt |
| Inspection | Books the inspector, chases the report, tracks the response deadline |
| Appraisal and financing | Checks status with the lender each week and flags any delay to you the same day |
| Title and HOA | Requests documents and tracks payoff letters and HOA certificates |
| Walk-through and closing | Books both, confirms time and place with every party, sends the closing checklist |
Your VA keeps the timeline. Decisions on extensions, repairs and price stay with you and your broker.
CRM notes and activity logging a team can trust
Every call, text and email is logged the same day: who it was, one line on what was said, the next step and its date. Contacts are tagged by source, type (buyer, seller, past client, sphere) and stage. Once a week your VA merges duplicates, moves stale leads to long-term nurture and makes sure every active lead has a dated next task, in Follow Up Boss, kvCORE, Lofty, BoomTown or a plain spreadsheet.
Listing paperwork prep and social media scheduling
Before a listing goes live, your VA builds the file: signed listing agreement, seller disclosures, HOA documents, measurements, photos and the MLS input sheet for your review. After it goes live, they schedule the just-listed, open house and just-sold posts, and keep a simple content calendar so your channels don't go quiet in a busy month. They also keep a running expense log for your accountant.
Pricing
Essentials $899/mo (20 hrs/week) suits a solo agent drowning in follow-up. Executive $1,599/mo (full-time) fits a team with real listing volume. Both month-to-month, no recruitment fees, 30-day replacement promise. Full detail on pricing, and the market comparison in how much a VA costs.
FAQ
Can a VA handle my transaction paperwork? They can run the checklists, chase documents and track every deadline — the administrative engine of the transaction. Compliance sign-off stays with you or your transaction coordinator.
Do they work in my CRM? Yes — we match on your stack. Follow Up Boss, kvCORE, LionDesk, HubSpot and plain spreadsheets are all common.
How fast can one start? Shortlist of 2–3 vetted VAs within 72 hours of your request; most real estate clients are working with their VA inside the first week. See how it works.
What does a real estate virtual assistant do? Lead follow-up, CRM updates, listing preparation, showing coordination, transaction deadline tracking, marketing and admin, all under your direction and within what your license and brokerage allow.
Does a real estate VA need a license? Not for administrative work. Anything that requires a license, such as negotiating or giving opinions of value, stays with you.
How much does a real estate virtual assistant cost? Essentials is $899 a month for 20 hours a week and Executive is $1,599 a month for full time. That is about $9 to $10 an hour all-in, with no recruitment fee.
Can a real estate VA do appointment setting? Yes. They respond to new leads, qualify them with your questions and book appointments into your calendar under rules you set.
Can a virtual assistant handle contract-to-close coordination? They can track every deadline and chase every party. Decisions stay with you and your broker.
Get a free VA shortlist in 72 hours.
Tell us what you need. We send 2–3 hand-picked, vetted VAs to interview. $0 recruitment fee, and you pay nothing until your VA starts. Essentials $899/mo, Executive $1,599/mo, AI Manager $2,599/mo, month-to-month.