The Best Real Estate Virtual Assistant Tasks List

To be efficient it is best practice to give your Real Estate Virtual Assistant tasks they can claim ownership and do on a regular basis. This is a great list to start with. By finding this article, we’ll assume that you already understand the cost savings and productivity value a real estate virtual assistant brings to your office. (But if you haven’t you can learn more about that here.)

Use this list not only as a traditional definition of responsibilities, but also use it to craft your real estate virtual assistant job description.

Real Estate Virtual Assistant Tasks List

Administrative Tasks

1. General and Administrative Realtor® support should be at the forefront of responsibilities

a. Virtual assistants can certainly handle processing the mail, the main customer service eMail lists, daily bills, and reminders

b. Customer retention activities like send Birthday, Anniversary, Graduation and congratulatory cards

c. Managing, maintaining and tracking important office correspondence

d. Calendar coordination and management

2. Create and maintain online meeting rooms, text threads and Zoom credentials for inter-office communication

a. Virtual Assistants can easily attend virtual meetings, watch recordings of meetings, take notes and put together tasks lists.

b. Virtual Assistants can handle generating webpages, Powerpoints, agendas, handouts and presentations

3. Creating and maintaining a database of leads, customers, and communication is paramount to office success

Real Estate Virtual Assistant Tasks List

Marketing Tasks

4. Since the website is the customer’s first impression, the website must be maintained

a. Listings need to be updated, prices kept relevant, photos, status and details

b. Photos and virtual tours need to be uploaded and made sure they look good

c. Research market trends and local housing marketing conditions

5. Maintaining the Schedule and Data on all Outbound Marketing Efforts including:

a. Flyers and door hangers
b. Brochures
c. Just listed/sold postcards
d. Comparative Market Analyses
e. Yard Signs
f. Billboards and local marketing
g. Email Marketing

6. Create, Engage and Manage Online Multimedia & Social Media Campaigns

a. Web commercials need to be uploaded to ad platforms, YouTube, Facebook, Yelp and other platforms

b. Virtual tours need to be made available on every relevant real estate

c. Instagram, Threads, Reels and YouTube Stories must be updated regularly

d. Regular social media content creation and posting

Agent and Field Tasks

7. Agent field support can also be an important and critical real estate virtual assistant task. That would include:

a. Scheduling appointments and showings, as well as managing the calendar and reminders needed for said activities.

b. Coordinate fulfillment stock for property flyers

c. Track and manage staging materials, timelines and future needs.

8. Coordination of feedback from showings

a. Gather and distribute reports to both agent (and or broker) and keep the documentation in the project file

b. Contact seller’s agent (and/or seller’s broker) with information from agent. Manage the reply and forward all communication

9. Often times a Real Estate Virtual Assistant task is activities supporting the Listing Coordinator

a. Clerical support duties from listing to contract

b. Coordinate all support activities during listing

c. Mailout or email listing plan of action to seller

10. Transaction coordinator

a. Clerical support duties from contract to closing

b. Coordinate all support activities during process

To learn more about how a virtual assistant can benefit your office, click here.

If you’re interested in learning how we can help you, start by finding out who we are.