Real estate virtual assistant for listings, transactions and follow-ups
Agents earn their commission in front of clients, yet a large part of the week goes to listing data entry, chasing signatures, updating the CRM and sending the same follow-up email for the tenth time. A real estate virtual assistant takes over that back office so you spend more hours showing homes and negotiating. On Aides you search ID-verified assistants with real estate experience, check how their hours match your market, test them on a paid task built from your own listings and then hire and pay your assistant directly, without an agency margin.
- Every assistant passes an ID and liveness check. No AI personas.
- You pay your assistant directly. No markup.
Real estate tasks your assistant handles
Real estate work follows the life of a deal, from listing to closing and the follow-up after. Your assistant works in your CRM, transaction management software, e-signature tool and listing service access you grant, under your license and your supervision.
- 01 Listing coordination, including entering property details, uploading photos, writing draft descriptions for your approval and scheduling the photographer.
- 02 Transaction paperwork tracking with a checklist per deal, deadline reminders and missing signature follow-ups.
- 03 Coordinating with lenders, title, inspectors and the other side's agent to keep each file on schedule.
- 04 CRM follow-ups after open houses and showings, with tagged contacts and a drip schedule you approve.
- 05 Lead intake from your website and listing portals, logged and routed within the hour.
- 06 Showing requests scheduled in your calendar with confirmations to buyers and sellers.
- 07 Market snapshot reports and comparable sales tables prepared for listing appointments.
- 08 Social posts for new listings, price changes and closings, prepared from your templates.
- 09 Closing gift orders, review requests and past client anniversary emails.
Typical hours and overlap for real estate support
Solo agents typically start at 10 to 15 hours a week, mostly listing input and CRM follow-ups. Teams with several active transactions use 20 to 40 hours, often one full-time transaction coordinator plus a part-time marketing assistant. Overlap of three to four hours a day keeps showing requests and lender questions moving, and weekend coverage matters in many markets. In the Aides search you enter your working hours, including Saturday if you need it, and each profile shows the shared hours.
- 10 to 15 hours a week for a solo agent.
- 20 to 25 hours a week for an agent with a steady pipeline.
- 30 to 40 hours a week for a team transaction coordinator.
How to hire a real estate assistant on Aides
The best trial task uses a closed deal from your own files, so you can compare the result with what really happened. The general process is in how to hire a virtual assistant.
- 01 Search for real estate support and the tools you use, and set your hours including weekends if needed.
- 02 Shortlist assistants with real estate skills test results and experience with transaction checklists.
- 03 Message them with your average number of active listings and deals and the software you use.
- 04 Run a paid trial task of two hours, such as building a full transaction checklist from a closed file with names removed, plus three CRM follow-up drafts.
- 05 Hire the assistant who caught every deadline and wrote follow-ups that sound like you.
- 06 Agree on hours, rate, confidentiality and a rule that the assistant never gives advice to clients, then pay your assistant directly.
What a real estate assistant costs
Real estate experience and familiarity with transaction software raise the rate above general admin. The typical rate band is 10 to 25 USD per hour. A worked example at 15 hours a week and a typical 16 USD per hour is 15 x 16 x 4.33 = 1,039.20 USD per month, paid to your assistant. A full-time team transaction coordinator at 40 hours and a typical 20 USD per hour is 40 x 20 x 4.33 = 3,464 USD per month. A solo agent with one coordinator fits Starter, and a team where several agents share coordinators fits Business with ten active hires and five seats. Compare every plan on the virtual assistant cost page.
| Setup | Hours per week | Typical monthly cost |
|---|---|---|
| Solo agent, 16 USD per hour | 15 | 1,039.20 USD |
| Busy agent, 16 USD per hour | 25 | 1,732 USD |
| Team coordinator, 20 USD per hour | 40 | 3,464 USD |
What stays with the licensed agent
Your assistant supports licensed work but does not replace it. Keep client advice, price opinions, negotiation and anything your state requires a license for with the agent. Your assistant prepares, tracks and follows up, and you review before anything legally binding goes out. Write this division into the work agreement on day one.
- The agent gives advice and negotiates.
- The assistant prepares documents and tracks deadlines.
- Every outgoing contract is reviewed by the agent.
Why client files belong with a verified person
Transaction files hold names, addresses, financing details and sometimes bank information. The coordinator who opens them is an identity confirmed adult, so you know exactly who has access to your clients' files. Business and Enterprise add an identity verification report per hire for your brokerage records. Read about each check on the verified virtual assistant page.
- Confirmed identity before the first message.
- Named accounts in your CRM and transaction software.
- A verification record per hire on Business and Enterprise.
FAQ
Does a real estate assistant need a license?
For unlicensed admin work such as data entry, scheduling and paperwork tracking, a license is usually not required. Rules differ by state, so check with your broker which tasks your assistant may perform.
Can the assistant enter listings on the listing service?
Many listing services allow assistant accounts linked to the agent. Ask your board about assistant access and give your assistant their own login rather than your own.
How much of a transaction can the assistant coordinate?
Your assistant can track every deadline, collect documents, schedule inspections and keep all parties informed from contract to closing. The agent stays responsible for advice and final review.
Will the assistant contact my clients directly?
Only with templates and rules you approve. Most agents let the assistant confirm showings and request documents, and keep negotiation and advice calls for themselves.
Can I share one assistant across my team?
Yes. Growth gives two seats so a partner can message and manage the same hire, and Business gives five seats with roles and permissions.
Find a real estate assistant who knows the deal cycle
Search verified assistants with real estate skills and overlap with your hours, then test them on one of your own closed files.