How to Hire a Real Estate Administrative Assistant

Your email inbox — sorted.

Your calendar —organized.

Your listings — updated.

All this is possible with a dedicated real estate admin assistant.

Here’s everything you need to know about hiring one:

‍

What Does a Real Estate Administrative Assistant Do?

A real estate administrative assistant supports busy agents and brokers. Their core responsibilities include:

• Managing schedules: They help you organize your calendar by coordinating appointments, meetings, and showings. With an admin assistant, you’ll never miss an appointment or double book a client ever again.

• Handling emails: Is your inbox full of unread emails and inquiries? A real estate admin assistant can help you filter, respond, and organize correspondence so nothing gets lost in the shuffle.

• Organizing property data: Real estate paperwork can pile up fast. A remote admin assistant can help you maintain accurate property records and information.

• Communicating with clients: A real estate admin assistant can coordinate communication between clients, agents, and other parties.

• Coordinating transactions: They can also help you manage paperwork and deadlines for smooth closings.

• Assisting with marketing: If marketing is not your strong suit, a real estate administrative assistant can help you create, manage, and promote listings on online platforms.

‍

By taking these tasks off your plate, a remote real estate admin assistant helps you buy back your time and allows you to focus on the things that need your specific expertise.

‍

Related: What tasks can you outsource to real estate assistants?

‍

When Should You Hire a Real Estate Administrative Assistant?

A remote real estate admin assistant can be a game-changer if you’re experiencing rapid growth or are feeling overburdened by admin tasks.

Here are some key indicators that it's time to bring on extra support:

• You’re expecting an increase in transactions: More deals mean more paperwork, more client communication, and more scheduling. While that’s a good problem to have, you can take a proactive approach and prevent potential overwhelm by hiring a remote real estate assistant to take on the extra administrative load.

• You’re ready to expand your reach: As your business expands, you might need to manage properties in multiple locations. A dedicated assistant can help coordinate property data, communication, and logistics — all from a remote location.

• You want to improve client satisfaction: You want your clients to have the best experience when working with you — but that could be hard to scale when you’re flying solo. Hiring a real estate admin assistant ensures client satisfaction by handling inquiries promptly and providing exceptional support.

• You can’t remember the last time you took a proper break. With a real estate admin assistant to support you and your business, you’ll free up more time for personal endeavors — like a much-needed vacation.

‍

Related: When Should You Use a Headhunting Agency?

‍

Real Estate Administrative Assistant Job Description

Finding the right person to support your real estate business is essential. If you think hiring a remote admin assistant is for you, here are the key skills and qualities to look for:

• Organization and time management: The ideal assistant should be able to prioritize tasks and meet deadlines. Find someone with exceptional time and task management skills.
• Real estate software proficiency: They should have a working knowledge of client relationship management (CRM) and multiple listing service (MLS) tools. They should also be proficient in managing email inboxes and calendars.
• Communication skills: They’ll be engaging with clients, team members, and other stakeholders. Make sure they can communicate effectively and clearly.
• Attention to detail: Accuracy is crucial in real estate. Hire someone with a meticulous eye for detail.

• Proactive and self-motivated: You want to hire a self-starter who can work independently and take initiative, even when they’re working remotely.

• Strong work ethic: Lastly, hire someone reliable, trustworthy, and dedicated.

‍

A skilled admin assistant with these qualities can significantly improve your team's efficiency and client satisfaction. You can use the job description above to start a DIY search — or you can take the more efficient route by using a headhunter agency like Somewhere.

‍

How to hire a real estate admin assistant with Somewhere

Somewhere is your strategic partner in hiring top remote talent. Our thorough screening process, coupled with our professional headhunting team, allows us to find the best real estate admin assistants who fit your business needs.

‍

Here’s a quick look at how we do it:

‍

Somewhere Success Stories

We’ve helped many real estate clients find highly skilled, reliable talent at a fraction of the local cost. One of these remote talents is Donna, a professional with 10 years of experience in executive assistance and customer service. She’s responsible for tasks like:

• Data entry and management
• Monitoring calendar invites and meetings
• Managing the executive’s email inbox —
• — and sending out email newsletters

‍

Want to hire someone like Donna? Fill out this form to start a search.

Get The Support You Need To Grow Your Business

By investing in a real estate admin assistant, you're not just hiring help — you're investing in the growth and success of your business.

Ready to take the next step? Reap the benefits of remote hiring by starting a Somewhere search today.

‍

‍

‍

‍

‍

‍

Frequently Asked Questions