How To Hire The Best Real Estate Virtual Assistant?

Real estate is a dynamic business-it changes day by day. Under such conditions, staying organized and being efficient is very important. However, managing an entire real estate business all by yourself may not consider organization as top priority. For that matter, a realtor virtual assistant can be a lifesaver, managing the administrative load so that you can focus on closing those deals and growing your business.

Here’s your ultimate guide to finding, hiring, and working with a virtual assistant perfectly suited to your real estate needs.

Understanding the Role of a Real Estate Virtual Assistant

A VA can spare much time for your business and significantly enhance productivity. They keep you free from the performances of repeating tasks like sending emails, scheduling, data entry work, and what not. Virtual assistant can take care of customer service inquiries by replying and freeing time that could have been spent while looking for an answer. Altogether, a virtual assistant is priceless, just like wearing a cap with many feathers. A virtual assistant will help you streamline operations and that is going to make your business thrive.

Before you begin searching for the suitable candidate, here’s what you should know about what a realtor virtual assistant does. Basically, they have these tasks:

●Scheduling appointments and managing calendars.
●Answering calls or managing email correspondence.
●Updating listings of properties, posting new properties and keeping your database at the MLS
●Managing social media accounts other marketing activities

All of such preparatory work includes things like writing contracts, leases, closing statements. Further market research and collection of information toward comparison of market analysis.

How To Find The Right Real Estate Virtual Assistant?

Although the global real estate virtual assistant service market has grown at great speed in 2022 and would grow significantly by 2029, showing a prodigious CAGR during the forecast period, finding a good virtual assistant can be quite tricky. To find one that fits your business needs, you can follow the below steps:

Define Your Needs –
Outline the tasks you’d like to outsource. That will give you an idea of what kind of skill and experience your ideal VA should be made of. Do you need assistance with administrative tasks, marketing, customer services or all of the above?

Look for Relevant Experience –
You should choose candidates with relevant experience in real estate or a related field. They should be conversant with the basic jargons and processes within the real estate industry. Experienced realtor VAs can be sourced from the Upwork and Freelancer platforms as well as special VA services such as MyOutDesk or Belay.

Evaluate Their Skills and Competency –
After getting a few candidates, review each of their skills. Skills may be inclusive of, but not limited to: proficiency in real estate CRM software, social media marketing for a realtor VA, real communication, and real facts.

Hiring the Perfect Realtor Virtual Assistant

Once you are confirmed with some candidates, then you can think of testing their competency well. We are providing you a simple template just here so that you can use this basic template and choose the best candidate for your business.

Interview:

Interviews can be held by video so that you get an idea about the communication skills, proficiency, and other qualities of a candidate. Take an interview based on his past experiences, how he has dealt with certain assignments, and what he would imply in your business.

Sample Interview Questions:

● What experience do you have with real estate management tools and CRM software?
● What measures do you take to maintain confidentiality regarding contracts as well as other aspects of the clients?
● Can you narrate a recent incident when you had to deal with a difficult client? How did you manage your way out?
● How do you handle multitasking and what strategies do you adopt to ensure timely completion of your assignments?

Reference Check :

Always ask for and cross-check references. Make contact with previous employers to verify the work history and reliability of the VA so you can have an idea about his working ways and effectiveness.

Setting Expectations: Working with Your Real Estate Virtual Assistant

1. Set Expectations : Once you hire your virtual assistant, you should set expectations for what he or she is expected to do. You can discuss the tasks, priorities, deadlines, and quality of work that you expect from him or her. Once these expectations are set, the potential for misunderstandings and disagreements will be decreased.
2. Set Communication Channels : You also need to establish a means of communicating with your virtual assistant. Are you going to have Slack, Microsoft Teams, emails, and phone calls to follow a routine? You also need to decide how often you’d like to touch base and talk over tasks as well as gather some feedback.
3. Collaboration Tools : Use technology to keep track. Trello, Asana, or Google Drive can help share documents, track the progress of tasks, and keep things in order. You should have a VA familiar with such tools.
4. Regular Feedback : Feedback is always crucial in any working relationship. Give your VA regular constructive feedback and ask them to do the same. That will increase efficiency and boost job satisfaction.
5. Long-term Relationship Building : If your VA is doing a good job, then find ways to continue motivating and engaging them. Set career goals with them and instead of offering development opportunities and incentives for good work.

Tools and Apps Every Real Estate Virtual Assistant Should Use

Your virtual assistant should be aware and up to date about the following applications and software as it makes the business process fast and streamlined. All these software are known to make businesses grow and can be of extreme use in your real estate business:

CRM Software: Managing Client Relationships

HubSpot: One of the strongest CRM systems in the market, HubSpot is popular for the full suite of services that assist with such client interaction management and automation of marketing processes and also customer data organization. It is quite friendly and integrates very well with other platforms, which makes it rather ideal for the VAs who have to track multiple details about clients and the interactions.
Salesforce: With its solid capabilities, it is another great CRM to maintain more elaborate information about the client. Because of the extensive customization possibilities, this CRM can also mold to the needs of a business in the real estate enterprise.

Communication Tools: Staying in Touch

Slack: Slack is a messaging app that allows teams to communicate efficiently so it will be easy for VAs to reach out to the actual real estate agents whom they help. Channels can be created on top of different topics, and direct messaging is enabled; it also integrates well with many other productivity apps to bring all communications into one platform.
Zoom is an incredibly resourceful platform to connect with a client or member of a team from afar. It boasts decent video conferencing functionality, potentially useful for virtual property showings or client consultation.

Documentation and Transaction Management

DocuSign: Even in the real estate world, most contracts or agreements need to be signed. DocuSign allows clients to sign online with their fingertips, rapidly streamlining the contract process and expediency for buyer and seller alike.
Dotloop: This is a single platform solution for managing a transaction that shows transactional real-time visibility and makes it easier to manage offers and close deals. Great if the VAs are responsible for overseeing document workflows and keeping on compliance.

Marketing Tools: Promoting Properties

Canva: This is a very user-friendly graphics design tool that can be used to create marketing materials such as designing flyers, brochures, and social media posts. With drag-and-drop functionality as well as an extensive template library, Canva can help VAs produce professional quality visuals really quickly.
Mailchimp: This is a need for email marketing. It will enable VAs to create, automate, and manage email campaigns that will build engagement and attract potential buyers or sellers. There is analytics to see how effective each campaign is also.

Productivity and Organization Tools

Trello: Trello is a project management application based on boards, lists, and cards. For the realtor VA, a property listing to marketing campaigns is what Trello can manage everything for, thus keeping all functions in order and on track.
Google Suite: Any VA would be using the productivity tool suite from Google that would include Google Calendar, Docs, Sheets, and Drive. These tools enable users to schedule appointments, write and share documents, analyze data, and store all files, which are important daily real estate activities .

Management of Social Media

Hootsuite: When it comes to managing many different social media accounts, re estate VAs share the responsibilities. The tool that enables them to view those actions across many different platforms, including Facebook, Instagram, and Twitter-for both posting and engaging followers, as well as seeing how those efforts are performing-is Hootsuite.

Financial Management

QuickBooks : QuickBooks really helps with accounts, invoicing, and cost posts besides financial reporting. This might even give a strong sense of the business’s economic well-being and save valuable time in doing the bookkeeping for real estate businesses.

Wrapping Up

A real estate virtual assistant can bring you great productivity improvement and allow for more time on sales and customer relations. Reaping all the above benefits from a realtor virtual assistant needs you to understand the role of a VA, choose the best candidate, and cultivate a working relationship. Good communication and clear expectations are some of the great keys to success when having a virtual assistant. The right approach to the real estate business is exactly what will give support to make it a thriving business, powered by the potentials of the best and most dedicated virtual assistants-the one thing which can take your business to great heights.

Do you need help with that? MyVirtualTalent is here to connect you with seasoned virtual assistants who can really understand the real estate industry. They are at the top of their game, having all the latest tools and software, leaving you with fewer headaches in life. These highly skilled VAs take care of all the things relating to listing management, communication with clients, and performing all administrative tasks for you and allowing your time closing deals. All of scheduling viewings and completion of paperwork is included. Daily tasks may work for you; let us handle it all. Please reach out to us today to find the perfect virtual assistant tailored to your needs. MyVirtualAssistant: Help Your Business Flourish.