Hiring your first assistant can feel both thrilling and terrifying. On one hand, you’re finally offloading tasks that drain your time. On the other, you’re handing over responsibilities you’ve always managed yourself. But at some point, staying solo just isn’t sustainable if you want to grow. That’s when you should consider bringing on a part-time Virtual Assistant (VA), and eventually a full-time in-person assistant.
In this article, we’ll break down exactly when to hire your VA, the type of tasks they can handle, and how you can transition to a full-time assistant when the time is right. We’ll also dig into where to find qualified candidates and how to make sure the arrangement actually saves you that magical 10-15 hours per week you desperately need back.
When to Consider a VA: Reading the Early Warning Signs
Often, brokers decide to hire too late. They’re burnt out, behind on admin work, or scrambling to keep up with leads. A good rule of thumb is to monitor how many hours per week you spend on non-revenue-generating activities. If it’s more than 10 or 15, you’re probably due for help.
Another sign is feeling stuck in the day-to-day, such that you can’t focus on important tasks like meeting clients or negotiating deals. If you’re regularly turning away leads or missing out on networking opportunities because you’re drowning in “busy work,” it’s time to bring someone on board.
Part-Time Virtual Assistant: The First Step
The Benefits of Going Virtual
A Virtual Assistant can be a cost-effective starting point. They usually work remotely, and you pay only for the hours or tasks you need. That means you don’t have to worry about office space, lunch breaks, or other overhead costs. They can handle repetitive tasks and administrative work, freeing you up to focus on closing deals.
Tasks a VA Can Handle
- Email and Calendar Management: A VA can filter your inbox, respond to routine inquiries, and schedule meetings.
- Listing Coordination: They can gather property details, upload them to the MLS, and keep track of key dates.
- Client Follow-Ups: Your VA can send newsletters, schedule callbacks, and even help prepare customer satisfaction surveys.
- Social Media Updates: They might schedule posts, source images, or draft captions for your review.
- Data Entry and Basic Bookkeeping: From tracking expenses to generating simple reports, a VA can keep tabs on your day-to-day financials.
Where to Find a VA
- Freelance Platforms: Websites like Upwork or Fiverr let you search for VAs specialized in real estate. You can review portfolios and ratings before hiring.
- Referrals and Word of Mouth: Ask within your broker network. Another broker might have a trusted VA with some bandwidth available.
- Virtual Assistant Agencies: These companies vet VAs and match you with one based on your specific needs. It can be more expensive, but the screening is often done for you.
Setting Expectations for Time Savings
A part-time VA working 10-15 hours per week can realistically save you that same amount of time—often more if they’re efficient. To maximize those hours, start by making a list of tasks you perform daily or weekly that don’t absolutely require your expertise. If you’re spending 2 hours a day handling emails, scheduling, or basic marketing tasks, passing that off to a VA can quickly free up 10 hours a week. That’s extra time for you to nurture clients or scout new listings.
Transitioning to a Full-Time Assistant
When Is the Right Time to Go Full-Time?
You’ll know you’re ready for a full-time assistant when:
- You’ve reached a production level where the volume of transactions is consistently high.
- Your part-time VA is maxed out or you need more hands-on help.
- You need someone physically present for activities like managing on-site paperwork, interacting with local vendors, or helping at open houses.
At this stage, your workload isn’t just about scheduling appointments or updating listings. You may need someone who can attend closings, greet clients at your office, or do property walk-throughs. That’s where a full-time in-person assistant shines.
Responsibilities of a Full-Time Assistant
A full-time assistant often has a more diverse set of duties than a VA. They might be your right hand in the office, managing the entire workflow of a transaction. Here are some of the ways they can step in:
- Transaction Coordination: Handling contracts, timelines, and communication between all parties involved.
- Client Relationship Support: Greeting clients, answering phone calls, or occasionally meeting them in person to exchange documents.
- Office Management: Stocking supplies, organizing files, and coordinating with any on-site service providers.
- Marketing Assistance: Ordering business cards, preparing brochures, coordinating direct mail campaigns, or scheduling photography for listings.
- Personal Errands (If Appropriate): Some full-time assistants also handle minor personal tasks for you, such as scheduling car services or picking up office materials—anything that helps you stay in the zone for your brokerage business.
Where to Find a Full-Time Assistant
- Job Boards: Local job boards or sites like Indeed and LinkedIn are good places to post your listing.
- Real Estate-Focused Communities: Check out Facebook groups or local real estate associations where aspiring assistants or administrative professionals might be looking.
- Word of Mouth Referrals: Ask fellow brokers or affiliated professionals. A candidate who understands the real estate industry can adapt quicker.
Making the Hire a Success
Crafting a Clear Job Description
Whether you’re looking for a VA or a full-time assistant, clarity is everything. Write down specific tasks, expected working hours, required skills, and any software or tech tools they’ll need to know. If you need them to be familiar with platforms like DocuSign or a specific CRM, mention that upfront. The more specific you are, the more likely you’ll find someone who can truly support your business.
Onboarding and Training
Create a Welcome Packet or Video: Show them how to navigate your email system, CRM, or project management software.
Schedule Regular Check-Ins: Daily or weekly huddles help keep everyone on the same page.
Set Goals: Identify key performance indicators (KPIs). For a VA, it could be the number of emails managed or tasks completed per day. For a full-time assistant, it might be the transaction timeline or the speed of client callbacks.
Communication Tools
- Project Management Software: Tools like Trello or Asana help you assign tasks and track progress.
- Video Conferencing: For VAs, Zoom or Google Meet provides a quick way to connect face-to-face.
- Instant Messaging: Slack or Microsoft Teams can reduce the back-and-forth emails.
Ensuring the 10-15 Hours Saved Per Week
To guarantee you’re actually saving time, consider these best practices:
- Batch Tasks: Group similar tasks together. Let your VA or assistant handle them in a focused block of time.
- Delegate Completely: Don’t micromanage. If you’re constantly checking up on them, you aren’t really saving time.
- Set Performance Metrics: For a VA, it might be how quickly they respond to client emails. For an assistant, it could be how smoothly closings go and how few “fire drills” you have to handle.
- Limit Scope Creep: If you suddenly start piling on tasks outside the original agreement, you risk overloading your assistant. Stick to the essentials of their job description, especially early on.
Managing Expectations and Growth
It’s natural for roles to shift as your business grows. Your VA might transition into a specialized marketing role. Your full-time assistant might develop an interest in becoming a licensed agent. Being open to those shifts can benefit both you and your staff, as they’ll be more motivated to perform well if they see a future with your firm.
Also, remember that not every hire is a perfect fit from day one. You might need to adjust responsibilities or communication styles. The key is consistent feedback—both ways. Encourage your assistant to tell you what’s working and what isn’t. That way, you’re always improving and evolving together.
Final Thoughts
Hiring your first assistant—whether part-time virtual or full-time in-person—is one of the most pivotal moves you can make as a growing broker. It signals that you’re ready to invest in your business and free up your own schedule for higher-value tasks. The key is to be intentional about what tasks you delegate, where you find your hire, and how you onboard them.
Start small with a VA if you’re not ready for the commitment of a full-time salary. As your production scales and you need more hands-on help, bring someone into the office. Both steps will help you reclaim 10-15 hours a week or more, letting you refocus on building client relationships and sealing deals. In the long run, a solid assistant can be the difference between feeling like you’re drowning in busywork and steering a brokerage poised for steady growth.
