If you’re a real estate agent, you know the importance of hiring a real estate assistant. However, after hiring, you might wonder what tasks you should assign them. This is a common problem many real estate agents face after hiring an assistant. 

After all, you must ensure that newcomers can add value to your business. But they can only help your business grow if you outsource appropriate tasks. The right preparations will allow the assistants to create a massive impact on your business. 

They possess various skills to complete numerous tasks. Thus, they can reduce the administrative burden. But if you don’t know what tasks to assign them, this article is for you. 

This article will discuss 17 tasks a real estate assistant can handle. They can prove highly beneficial in managing property listings and addressing client concerns. 

What tasks can a Real Estate Assistant handle?

A real estate agent spends a significant amount of time on tasks that don’t require their expertise or knowledge. Thus, they miss giving time to more important tasks like client interaction and management. 

With an assistant, you can focus more on core real estate tasks, which will help you generate more leads and close deals faster. Read on to know the tasks a real estate assistant can complete. 

1. Lead generation

A real estate business will succeed with potential clients and customers. But sometimes, the lead generation strategies require too much time. Spending time on lead generation alone might prevent a realtor from focusing on the existing leads. 

This problem sounds similar, right? In such cases, you need to contact a licensed real estate assistant. But how can they benefit your business in terms of lead generation? Here are the lead generation tasks they can handle: 

• Social media management
• Lead qualification
• Prospect nurturing
• Virtual assistance
• CRM management

A licensed realtor assistant can gather referrals from your potential clients and customers. They will post quality content on LinkedIn and other social media platforms. As they possess the necessary training, they can help your business generate more leads. 

2. Appointment scheduling

This is one of the most important tasks a real estate assistant can handle. Many real estate professionals face issues with appointment management. With various aspects, scheduling appointments for property tours and consultations becomes overwhelming. 

This process requires top-notch attention to detail. Without it, you may appear unprofessional and unorganized, which will not impress potential clients. 

They have thorough expertise and knowledge in appointment scheduling. With their help, you don’t need to worry about the scheduling process. 

They will also ensure your meetings with your clients go smoothly. Here are the appointment scheduling tasks a they can handle:

• Calendar management
• Client coordination
• Appointment reminders
• Property showing scheduling
• Follow-up scheduling

However, make sure you ask them to manage your calendar correctly. Scheduling is all about calendar management, and it requires close attention to detail. 

3. Bid management 

Bid management is an important aspect of the real estate industry. However, keeping track of property bids is easier said than done. This is true if you have many projects and bidders bidding simultaneously. 

Despite that, you still need to pay close attention to bid management. Failure to do so will create more confusion amongst your potential clients. As a result, your real estate business may lose credibility. 

Bid management is another important task you can assign to a real estate assistant. They can easily manage and organize bidding information to ensure it becomes successful. 

They are capable of creating a bidding list and noting any important information. Here are some bid management related tasks they can handle:

• Bid tracking
• Bid follow-ups
• Bid preparation and submission
• Communication and coordination
• Bid report generation

Meanwhile, you can focus on sales and meet with new prospects. Once the bidding process is done, you will have a detailed checklist and a roadmap. Thanks to them, you will know what your next move should be. 

4. Property sourcing

Having a proper system will go a long way in property sourcing. In fact, property sourcing is the only way to know which property a real estate broker has to sell. After all, you must generate demand and showcase a steady supply of different properties.

Despite your chosen real estate sector, property sourcing is important. And chances are you may be looking for an additional helping hand. Fortunately, a real estate assistant is here to help you out. 

While certain property sourcing aspects require professional expertise, a real estate broker assistant will undoubtedly have a positive impact. Here’s how they can help you with property listing:

• Maintain optimal property records
• Create a referral list
• Conduct thorough online research
• Use networking opportunities
• Schedule events and calls

A real estate assistant can help you obtain various properties with these strategies. Thus, you can provide the most relevant property per your client’s demands.

5. Property appraisal

Property appraisal keeps your real estate business up and running. Whether you’re handling commercial or residential properties, you need accurate appraisal information. This is the only way to list a property without making mistakes. 

Your real estate personal assistant can communicate with your team and handle the property appraisal tasks flawlessly. Here’s how they do it:

• Research the real estate market
• Schedule interviews with relevant buyers and sellers
• Research the associated costs
• Gather the previous appraisal data 

While they figure out the property appraisal, they don’t hold all the power. You will be the one making the final decisions when it comes to deciding the property price. However, they will ensure you have all the relevant information and documents. 

6. Negotiation administration

Once a client likes a property, you will enter the negotiation stage. This process takes a lot of time. Moreover, you need to maintain high professionalism to ensure you’re not becoming defensive. 

Ideally, the negotiation stage should satisfy both parties. Thus, you must ensure you and your client receive the best deal possible. Additionally, your client must be impressed after seeing how smoothly you handle the process. 

This is where a real estate assistant comes into the picture. They will be able to make a solid difference during the negotiation stage. Here are the negotiation administration tasks they can handle:

• Data entry and support
• Scheduling and coordination
• Document management
• Communication management
• Negotiation preparation

With their prompt scheduling and organizational expertise, you will benefit a lot. However, it’s best if you handle the negotiation process as it requires through client understanding. 

7. 3D property tour management

Clients who are interested in a property will ask for a property tour. They need to see the property before coming to their final decision. You can't make a sale if they cannot visit and experience the property themselves. 

The days of going to the property visiting are gone. Nowadays, real estate property owners use 3D tours. These have become more popular and are considered an excellent substitute. 

A real estate assistant can upload high-quality photos and professional videos of the property. Thanks to this and their scheduling efforts, you can complete the 3D property tour efficiently. Here are some property management tasks they can handle:

• Inquiry addressing
• Rent collection reminders
• Maintenance request scheduling
• Lease paperwork
• Vendor management 

Hence, your clients will have various options for reviewing the property first. This results in a smoother sales process, and your clients will appreciate your effort. They will know what they are getting and what they can expect. 

A real estate sales assistant can also manage the whole 3D property touring process. From preparing the tours to addressing questions, they can prove highly useful. 

8. Website creation for property listings

We guess you’re using some digital marketing techniques to reach potential buyers. However, what’s better than building a solid web presence? This will help you connect with your potential audience while showcasing professionalism without a huge investment. 

You can also use Google Analytics and add cookies to collect website information. You will know who’s visiting your website, which properties they want, etc. You can even start blogging to improve the SERP rankings. 

But, handling the overall digital marketing strategy is complicated. After all, you’re a business owner, not a digital marketer. Thus, you should leave the job to professionals. 

Once you create a website, a dedicated real estate assistant can ensure the site and information are current. Here are some tasks they should take care of:

• Website maintenance and updates
• Image processing
• Property data entry
• Content creation
• SEO optimization

They will also periodically update the property listings on your website. This way, your clients will always have access to the latest property listings and information. 

9. Office administration management

As mentioned earlier, you need an administrative assistant. If your real estate business serves the general public, various administrative tasks require daily oversight. These include organizing documents, managing calls, handling customers, scheduling reminders, internal support, and CRM management. 

With a real estate administrative assistant, you don’t need anything to worry about. They can coordinate with your team and maintain the properties perfectly. Here are some tasks they can handle:

• Official document management
• Office supply
• Inventory management
• Correspondence drafting
• Team management

For example, they can focus on various real estate accounting needs and ensure the property stays in its optimal condition. 

They possess the required qualifications to use various tools. They can automate repetitive tasks, allowing you to save time and money. This will give you more time to find leads and close sales deals. 

10. Collateral designs

Your marketing collateral will help you connect with potential buyers and sellers while maintaining project professionalism. Whether social media infographics or digital brochures, you need unique collateral to showcase your brand and business. 

However, choosing the right collateral isn’t easy, especially if you’re inexperienced in this field. A real estate agent assistant can help you design the collateral to ensure you market your business properly. Here are a few examples of collaterals:

• Sales proposals
• Infographics
• Digital flyers
• Social media graphics
• Print materials

Ensure you hire a reliable real estate assistant to handle these collaterals properly. They will use various layouts and design tools to create something relevant to your business. 

11. Property listing management

While an assistant for the real estate niche can handle property appraisal, bid management, and other tasks, they have a hidden quality. They can also handle property management tasks to keep your business going. 

These property listing management tasks are vital for your real estate business. Without managing them, you won’t be able to track your property listings. Here are some property management tasks an assistant can handle:

• Data entry
• Invoice and expense tracking
• Real estate bookkeeping and accounting
• Customer support
• Deadline management

A professional real estate niche assistant can handle all these tasks efficiently. You’re already busy interacting with potential clients. So, why handle the property listing management tasks when you can hire a real estate assistant?

12. CRM management

One crucial task a real estate assistant can handle is CRM management. Customer Relationship Management (CRM) systems are vital for maintaining and organizing client information. 

They can ensure that all client data is up-to-date, including contact information and transaction details. They can also segment clients based on various criteria. Here are the tasks they can handle:

• Lead management
• CRM and data updation
• Communication tracking
• Feedback collection
• System maintenance

This way, you will get more targeted marketing and personalized communication. As they can manage CRM, you don’t need to worry about streamlining business operations. On top of that, you can enhance client relationships and ultimately boost sales and client satisfaction.

13. Cold calling

Cold calling is another essential task that a real estate assistant can effectively manage. This involves reaching out to potential clients who have not yet expressed interest in your services. 

A skilled assistant can handle the time-consuming process of making these calls. Therefore, they will introduce your services and generate leads. Here are the cold calling tasks they can handle:

• Script preparation
• Handling objections
• Client contact verification
• Client follow-ups
• Handling objections

They can script conversations to ensure consistency and professionalism. They will allow agents to focus more on closing deals and providing personalized service to active clients. 

14. Listing packet preparations

Preparing listing packets is a meticulous task that a real estate assistant can expertly manage. A listing packet is a collection of documents about a property that is provided to potential buyers. 

It typically includes property descriptions, photos, market analysis, pricing information, and legal disclosures. These professionals can gather all the necessary details. Here are some tasks they are capable of handling:

• Gathering property information
• Market analysis
• Preparing legal documents
• Compiling neighborhood information
• Assembling the packet

However, you need to have a reliable real estate assistant to prepare listing packets. They will ensure that potential buyers receive all the information they need. 

So, what’s the benefits? The buyers can make informed decisions. As a result, it will enhance the efficiency and professionalism of the listing process.

15. MLS search

A real estate assistant can conduct MLS (Multiple Listing Service) searches and updates. This involves regularly monitoring the MLS database for new listings and market trends relevant to clients. 

The assistant can set up and manage automated searches. This will help them to ensure that no opportunities are missed. They can also promptly update agents and clients about new or changed listings that match their criteria. 

Additionally, the assistant can update and maintain your listings on the MLS. They will ensure that all property information is current and accurate. Here are the tasks they can handle:

• Updating old listings
• Generating accurate reports
• Setting up alerts
• Pricing adjustments
• Reviewing market trends

When you hire the perfect assistant for your real estate company, they will handle MLS searches and updates. Thus, you can keep the buying and selling process smooth and informed. This will help you focus on client interactions and negotiations.

16. Social media engagement

As a real estate agent, you need to manage your business’s social media engagement. However, you cannot handle the entire process on your own. You must hire a real estate assistant to handle it efficiently. 

This involves creating content for various social media platforms, such as Facebook, Instagram, Twitter, and LinkedIn. The assistant can schedule posts and monitor social media trends to optimize your online presence. Some of the tasks they can handle are:

• Content updation and scheduling
• Responding to comments
• Community management
• Running social media ads
• Updating profiles

Thus, a real estate assistant helps build brand awareness and attracts potential clients. Effective social media engagement can significantly enhance your visibility and reputation in the competitive real estate market.

17. Bookkeeping

If you need help with real estate bookkeeping, you must hire a real estate assistant. These professionals can effectively manage all your bookkeeping needs. This includes maintaining financial records, tracking expenses, processing invoices, and managing A/R. 

They can also handle payroll for any team member. They will prepare financial reports without any mistakes to help you with budgeting and financial planning. Here are some crucial bookkeeping tasks they can handle:

• Expense tracking
• Invoice management
• Accounts payable and receivable
• Payroll processing
• Bank reconciliation

They will also ensure that all financial transactions are recorded and updated accurately. This not only helps maintain the financial health of the real estate business but also ensures compliance with tax regulations.

Ready to hire a Real Estate Assistant?

Hiring the right real estate assistant services is undoubtedly challenging. You need to consider a lot of factors. But when you successfully hire the perfect one, they can benefit your real estate business. 

From helping you in lead generation to managing property bids, they can help your company grow. Moreover, a real estate assistant will also ensure you secure the best leads possible. With Sofia’s accounting services, you don’t need to worry about bookkeeping, payroll processing, and budgeting. Sounds interesting, right?

So, hire Sofia today to see how it helps your real estate business grow and stand apart from the crowd.