How To Hire Real Estate Virtual Assistant – A Complete Guide

In Entrepreneurship
How to hire real estate virtual assistant

How to Hire Real Estate Virtual Assistant

As the needs of the real estate industry are continuously surging up, it has become equally important to stay ahead of the competition and increase the work productivity to the maximum.The duties of the real estate owners are quite difficult than others because they are supposed to work as the CEO, sales manager, admin officer and deal closer at the same time.But the advent of virtual assistant has made the life of real estate owners exceptionally simple because now they can focus on their core business functions and delegate rest of the work to the experienced virtual assistant.learn How to hire real estate virtual assistant.

If you are also a real estate owner and planning to boost your profitability then, you can’t afford to miss information about How to hire real estate virtual assistant.

Who is the Real Estate Virtual Assistant?

The real estate virtual assistant is the outsourced individual, hired virtually for the sake of handling the petty business tasks. These virtual assistants usually work from their homes which means you can hire the virtual assistant for your business from any part of the world.

From performing paperwork to reducing the task of your current employees, a virtual assistant holds the vision of being an all-rounder for the real estate business.

How to hire real estate virtual assistant
Who is the Real Estate Virtual Assistant? & How to hire Real Estate Virtual Assistant

Following are the few traits which every real estate virtual assistant should possess:

  • Know-how about the Business

Since you are already caught up with a lot of workloads, you cannot train a virtual assistant from the scratch. It is recommended to hire the virtual assistant who possesses appropriate knowledge about the real estate business and how things should be handled for better profitability.

  • Long-term Work Proposal

The business of real estate is not like the other service-oriented businesses because it involves dealing with professional parties, complying with the client demands and allocation of a deal to the right sector. The virtual assistant should be hired for the longer term in order to avoid work distraction in the midst of the business transactions.

  • Should understand the Work Complexities

The best virtual assistant is the one who understands the complexities of the business and is capable of handling the workload adequately. The assistant should know how to deal with the client, solve the dealer’s issues in a go and boost the productivity of the business.

Bottom Line:

Once you have acquired the proper knowledge about how to hire real estate virtual assistant, now it’s time to jump to the hiring phase.

How to Hire Real Estate Virtual Assistant:

Just like any other recruiting stage, the hiring of virtual assistant revolves around the establishment of job description and allocation of the tasks to be performed.

Real Estate Virtual Assistant Job Description:

Before hiring any real estate virtual assistant, you need to test the capabilities of the assistant and check whether the person is the right fit for your business or not.

The job description for the real estate virtual assistant basically helps in listing down the responsibilities of the person and how they should be performed for achieving the success. Additionally, the job description is the proper document which aligns the responsibilities of the virtual assistant with his/her qualifications.

How to hire real estate virtual assistant
Real Estate Virtual Assistant Job Description

Things to Include in the Job Description

As a recruiter you have the freedom of adding a different set of responsibilities in the real estate virtual assistant job description however, the primary ones which should be included are as follows:

  • Job Title

The job title is the most significant part of any job description and when it comes on how to hire real estate virtual assistant job description, you need to clearly state the purpose of hiring and at what position the candidate shall be placed.

  • Normally, the real estate virtual assistant is hired for the position of General Virtual Assistant (GVA)
  • GVA is basically the independent contractor which aim to use the technical services to work for the organization.
  • In the market, you can easily find two types of General Virtual Assistants.
  1. Domestic Virtual Assistants

Domestic real estate virtual assistants are established in the parent-country and aim to deliver their services accordingly. The education level and expertise of domestic virtual assistants are limited to the country-based knowledge but they hold the advantage of having superior market knowledge than international ones.

  1. International Real Estate Virtual Assistants

International Real estate virtual assistants are established in other countries of the world. These VGA’s can only be recruited with the help of international agencies which deals with the placement of real estate virtual assistants.

International VGA’s are expected to work more professionally because they have the superior qualification and proper portfolio aligned with the responsibilities of the job. You might need to train them about the practices in the market rest, they can perform all the work professionally.

  • Pay Scale

Pay scale refers to the salary which should be provided to the Real estate virtual assistant against his services. The level of pay scale shall be clearly stated in the job description of virtual assistant because it will help them in understanding whether he/she is getting a right salary for the work or not.

As a recruiter for real estate virtual assistant, you can provide two option to the candidate.

  1. The option would revolve around the payment of fixed salary on the monthly basis irrespective of the workload
  2. The second option is offering the share to the virtual assistant in the business with the fixed sum of salary.
  • If you plan to offer share to the virtual assistant then, they will be motivated to work extremely harder for the business growth because they will be getting a share of
  • This package is also treated as a ‘win, win’ deal for the business owner because they will be paying less base salary and higher commission.
  • It means if the business grows at the higher pace then, both the parties will be rewarded.
  • And if the business fails to achieve the goals then, no contribution will be provided to the virtual assistant.

You should always select the pay scale package while considering the qualification the assistant and their potential to run the business.

How to hire real estate virtual assistant
Pay Scale
  • Duration to be Completed

Duration of the terms plays a very important role in the hiring process of the real estate virtual assistant. If you are hiring the GVA just for the work session, state the clause in the job description.

Additionally, if you are hiring for the longer terms then, this thing should also be stated. Normally, real estate companies hire the virtual assistant for the 3 month’s probation period which is further extended based on the performance of the virtual assistant.

Duration of GVA:

A general Virtual Assistant shall always be hired with the longer tenure because the continuous switching in the job leads to the disturbance in the organizational growth.

The virtual assistant is not only responsible for hiring minimal tasks, however, sometimes he also manages the key accounts of the different clients. In the case of account handling, if the real estate virtual assistant is leaving the position then, the client is also expected to quit the business terms based on the relationship with the GVA.

All the GVA shall be hired for at least 12-18 months.

  • Key Responsibilities

As virtual assistant is responsible for performing different organizational tasks, therefore, the list of responsibilities with valid description should be provided in the real estate virtual assistant job description.

Some of the key responsibilities, which should be performed by the GVA are as follows:

  • Works as the List Controller
  • Marketing Manager for the Company
  • Customer Relation Manager
  • Responsible for Utility Tracking
  • Be a Bookkeeper
  • Responsible for Keeping Transactions
  • Pay Releaser/ Reimbursement Manager
  • Controlling property Preservation
  • Closing Manager
  • Controlling Legal Deals

Technically a real estate virtual assistant should be capable of performing all the mentioned tasks. Though it is not important to perform all the tasks at a time he/she should be able to pick one responsibility and plan the business around it.

For instance, if the real estate virtual assistant has agreed to deliver his services as a marketing manager then, he is supposed to look after all the communication platforms for increasing the customer engagement.

His basis responsibilities would be dealing with the advertisers for posting the ads on different social media forums, newspapers with maximum reach and Television.

Similarly, in the case of Customer relationship manager, the real estate virtual assistant should work to bring more clients into the business for increasing the growth.

Notice:

Jump to the ‘Task Description section’ for finding information about the key responsibilities and how they should be performed.

  • Qualification for the Job

The qualification of the real estate virtual assistant plays a crucial role in selecting the right candidate for the position. The candidate should have adequate knowledge about the market tactics and basic business processes.

Some of the key qualifications which a real estate virtual assistant should have are as follows:

  • Knowledge of the Microsoft

As the real estate virtual assistant aims to work electronically, therefore, he is expected to have more than adequate information about the Microsoft such as words, excel and powerpoint tools.

These features will help the virtual assistant in the process of bookkeeping, handling the client details, keeping a record of property transactions and performing the listing task.

The proper certification in the required field would be taken as the plus point during the screening phase.

How to hire real estate virtual assistant
Knowledge of the Microsoft
  • Should have Adequate Knowledge about Real Estate Business

It is impossible for the normal graduate to handle the real estate business because the functions of real estate revolve around the concept of providing right property solution to the right client.

The person applying for the position of the real estate virtual assistant should have the persuasion skills and he should be able to convince the potential clients that the business of the particular company is the perfect fit for them.

How to hire real estate virtual assistant
Should have Adequate Knowledge about Real Estate Business
  • Administrative Skills

The real estate virtual assistant should have knowledge about the administrative skills such as scheduling of the emails to the clients, setting meetings, looking after the schedules based on a daily basis and updating the record for proper tracking process.

How to hire real estate virtual assistant
Administrative Skills
  • Good command over the Language

As the real estate virtual assistant is responsible for handling different clients, belonging from the different backgrounds, therefore, he is supposed to have a strong command over the language so that he can communicate with the clients in a flawless manner.

Additionally, if any virtual assistant has command over different languages then, this point is considered as the biggest plus factor because such real estate agents will help the company in the expansion process which further leads to better productivity and profitability.

  • Should be Able to handle Technical Commands

Knowledge about the technical commands and its execution is the most important factor. The real estate virtual assistant should know how to comply with the demands of the clients.

For instance, if any client is asking for the property information and its related components then, the real estate virtual assistant should be prompt enough to send the right details to the client in the fastest way possible.

This work could only be executed if the GVA have proper knowledge about the Google suits.

How to hire real estate virtual assistant
Should be Able to handle Technical Commands
  • Excellent Time manager

It should be clearly stated in the real estate virtual assistant job description that candidate expected to be an excellent time manager. He should know how to handle different clients at a time and how to solve their queries.

  • Should be a Team player and Leader simultaneously

The real estate virtual assistant should be able to play a role of both the leader and the team player. Though GVA is expected to work remotely, however, he should be able to coordinate with rest of the organization’s employees and work for providing benefits to the organization.

  • Should have Knowledge about Market competitive Tools

Most importantly the real estate virtual assistant should have proper knowledge about the market competitive tools such as CRM/ database management tools, IT tools for increasing customer engagement and integration management.

How to hire real estate virtual assistant

  • Job Technical requirements

Every job requires a certain type of technical information and same is the case with the job of a real estate virtual assistant.

Following technical info is required to execute the job, properly.

  • A personal computer with dual-core processing system in order to store and execute the work properly. The computer should have RAM of 2GB.
  • A good internet speed (preferably 2 MBPS plan with good connectively and storage option)
  • A quiet work environment for proper execution.

 

Real Estate Virtual Assistant Tasks

The tasks being performed by the real estate virtual assistant are directly linked with the growth of the organization and its profitability.

Some of the major real estate virtual assistant tasks are as follows:

  • Controls the Listing process

The real estate virtual assistant will be responsible for updating the list of all the available properties that are up for the rent, sale and lease purposes. List updating is very crucial because it keeps the company update and it becomes easier for the owner to settle the transactions by checking the list of the available properties.

How to hire real estate virtual assistant
Controls the Listing process
  • Handling Media

The virtual assistant shall be responsible for posting an ad and engaging potential clients in the real estate business. They will be further responsible for following tasks:

  • Making flyers
  • Arranging open house for the business promotion
  • Get the feedback from the buyer and seller
  • Checking the price reduction
  • Installing key-box
  • Investing in the print media during the prime hours for higher engagement
  • Make the proposals which can convince the clients
  • Work with designers for better graphics on the media platform/involve agencies in the business.
How to hire real estate virtual assistant
Handling Media
  • Setting Meetings with the Potential Clients

The real estate virtual assistant is also responsible for scheduling the meeting of the client with the business owner and check all the details beforehand.

The real estate meetings are not scheduled just by setting a specific time, however, a proper visit is planned for the client so that they could acquire proper information about the property. Additionally, the minutes of the meeting should be checked and follow up meetings should be arranged for keeping the client on the same page.

  • Handling the Property Preservation Task

The handling of property preservation is the most important task of the virtual assistant. The GVA should check all the internal sources, websites and other forums for retrieving the proper information about the property.

The GVA should also be able to evaluate the available bids in the market and providing the bid information to the vendor so that they could take property actions for acquiring the information.

  • Paperwork handling and Sending Event Cards

The paper handling and sending invitation cards for the upcoming event to the relevant
people is another major task performed by the virtual assistant. The GVA should have
the proper data about the clients and he should know when to forward the invitation
cards for the maximum reach.

Additionally, all the information should be properly stored at a place.

  • Manage the Referrals

The real estate virtual assistant is responsible for contacting all the previous clients of
the business and ask them for the referrals. Referrals play a very important role in the
business growth.

Referrals are basically the form of Word of Mouth where past clients tend to share their
experience with the newer clients. This method increases the trust of the potential
customers and makes it easier for them to take the decision in the favor of the organization.

How to hire real estate virtual assistant
Manage the Referrals
  • Conduct the Market Research

The Virtual assistant should conduct the market research on a daily basis and check
out all the properties which are on sale and are expected to go through the phase of
biding. Market research also includes getting information about the customer trends and
what sort of property they are looking for.

The trends in the markets should also be observed and the similar database should be
prepared for increasing the business success.

How to hire real estate virtual assistant
Conduct the Market Research
  • Check the Competitor Strategies

The competition in the real estate industry is continuously increasing because now
more people are inclined towards finding the adequate piece of property in the lower prices.

The real estate virtual assistant task is to properly check the strategies implemented by
the competitors and how they are attracting the clients towards their business.

Additionally, the competitor analysis will help the current organization in improving its own strategies and being competitive in the market.

How to hire real estate virtual assistant
Check the Competitor Strategies
  • Handle the Database through CRM Integration

CRM and its integration in the business processes aim to increase the entire
productivity of the business because it becomes excessively easier for the owner to
handle the database and access the full information of the client in the one go.

Working on the CRM system isn’t a hard job, however, establishing the system and
getting proper recognition from the client is more important and shall be performed
efficiently by the real estate virtual assistant.

 

Further Process on How to Hire Real Estate Virtual Assistant:

Once you have acquired the proper knowledge about the skills you are finding and how to hire real estate virtual assistant then, next step is all about contacting the placement
companies and quoting your needs to them.

It is better to hire the services of outsourcing companies because they have proper
knowledge about the skills of virtual assistants in their database and how they should
be placed for increasing the business growth.

You are free to take help from the online organizations to find the just perfect virtual
assistant for your company. Rest you can also avail the services of a domestic real
estate virtual assistant by posting ads in the relevant newspaper about the job vacancy.

Bottom Line:

After reading the complete guide on How To Hire Real Estate Virtual Assistant. Hiring a right virtual assistant for your real estate business has now become an important part of business success. If you want to touch the heights then, start the hunting process right away and increase your growth.

So are you ready to outsource the work?

If you like our work on How to Hire Real Estate Virtual Assistant then,
Let us know by leaving your comments below.

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One commentOn How To Hire Real Estate Virtual Assistant – A Complete Guide

  • Hi,
    Thanks for sharing this post & it’s really important. I have recently hired Gary Aver RE/MAX United who is an experienced & trusted real estate agent. As I want to buy a home at Wheeling, IL so I contacted him after my friend’s suggestion & they find a 2 BHK flat for me with an affordable price. So according to me before hiring an agent you have to check it’s reviews & all the things.
    Thank you

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