In the 471st episode of the MailRight Show, Jonathan Denwood and Robert Newman discuss the importance of hiring virtual assistants (VAs) for real estate agents and explore the best virtual assistant companies explicitly tailored for the real estate industry. They share key insights on how to choose the right VA service provider, and what tasks to assign. Robert Newman, the founder and CEO of Inbound REM, brings over a decade of experience in real estate search engine optimization. Meanwhile, Jonathan Denwood is the founder and CEO of Mail Right, a platform that combines various digital tools into one user-friendly package.
The real estate industry increasingly relies on virtual assistants to maintain competitive advantage. These remote professionals handle time-consuming tasks, allowing agents to focus on revenue-generating activities. Today, virtual assistant services have evolved beyond basic administrative support to offer specialized real estate expertise, with many providers now offering industry-specific training for their staff. The most effective VA relationships become long-term partnerships, with some teams remaining intact for 7-8 years or more. This stability is particularly valuable in real estate where consistency in client communications and follow-ups is crucial.
Key Things A Real Estate Agent Needs To Look For Before Hiring A Va Services Provider?
Selecting the right virtual assistant requires careful evaluation across several critical factors. Below are the essential considerations when choosing a VA service provider:
1. Geographic Location Matters
The country where your VA is based significantly impacts service quality and reliability. Philippine-based VAs are particularly valued for their strong work ethic and long-term commitment, with many professionals remaining with the same clients for 7-8 years. Macedonian VAs, while slightly more expensive, offer superior English proficiency and cultural alignment with Western business practices. Regional differences in work culture and economic conditions directly affect retention rates and service consistency.
2. Rigorous Verification Processes
Thorough verification process is essential to avoid common hiring pitfalls. This includes:
- Examining detailed portfolios with actual work samples
- Conducting reference checks with previous employers Implementing paid trial projects to assess real-world performance
- Verifying skills independently of platform ratings (which can sometimes be misleading)
These steps are especially crucial for real estate professionals who need VAs to handle sensitive client data and complex transactions.
3. VA Requirements and Evaluation for Effective Success
VA partnerships require clear communication protocols to overcome language/time zone barriers, performance tracking systems, scalable task management that grows with your business, and specialized real estate knowledge for industry-specific tasks. Proper operational setup from the beginning prevents misunderstandings and ensures professional standards.
When evaluating virtual assistant providers, it’s important to understand the different business models available and how they align with specific needs. Managed services typically offer greater reliability and built-in backup coverage, making them ideal for agents who need consistent support without managing personnel. Direct hires through platforms like Upwork provide more control over selection and potentially lower costs, though they require more hands-on management. Dedicated assistants work best for agents with steady, predictable workloads who benefit from having one person intimately familiar with all aspects of their business. For those with fluctuating needs, task-based teams allow scaling support up or down as required. Perhaps most valuable for real estate professionals are industry-specific providers whose VAs receive specialized training in MLS systems, transaction coordination, and real estate marketing – this specialized knowledge often justifies the higher investment through increased productivity and reduced training time.
For best practices, the most successful engagements follow a phased approach. Start with 1-2 well-defined test tasks. Then establish clear metrics for success, and gradually expand responsibilities after proving reliability. Lastly, invest in proper training for specialized real estate work.
Task You Should Assign To A Real Estate VA
1. Core Administrative Functions
- Email management and filtering
- Calendar scheduling and appointment setting
- CRM data entry and maintenance
- Transaction coordination and paperwork tracking
2. Marketing and Lead Generation
- Social media content creation and scheduling
- Blog writing and website content updates
- Email marketing campaigns
- Video editing and thumbnail creation
- Lead follow-up systems
3. Advanced Digital Functions
- Basic SEO optimization
- Local business listing management
- AI-assisted content creation (when properly trained)
- Paid ad campaign monitoring
4. Specialized Real Estate Tasks
- Open house coordination
- Market research and comparative analysis
- Client onboarding processes
- Showing scheduling and confirmation
Leading Providers To Look For In 2025
1. Summit VA Solutions
Provides professionals strategically located across several countries to provide around-the-clock support. This global approach enables them to offer an exceptionally broad service portfolio that extends beyond typical VA tasks to include certain property management functions—a rarity in the industry. While they maintain customized pricing rather than published rates, market comparisons position them as a mid-range option. Summit VA Solutions particularly suits agents seeking comprehensive support from a single vendor, especially those managing diverse property types or international clientele.
2. Virtudesk
They operate with a distinctly structured approach, featuring rigorous training protocols. Their pricing model includes a $450 setup fee coupled with hourly rates ranging from $9.55 to $13.30, requiring a minimum three-month commitment that reflects their focus on building lasting partnerships. Virtudesk works particularly well for established agents with consistent workflows rather than newcomers testing VA services.
3. MyOutDesk
MyOutDesk is a premium tier of VA services, with pricing beginning at $1,988 monthly reflecting their position as one of the industry’s most established providers. Their value proposition lies in a complete operational infrastructure that goes beyond basic VA support to include comprehensive business process management. Their solutions are particularly valuable for growing teams needing to standardize operations across multiple team members or offices.
4. TaskBullet
Offering unique flexibility through its dual pricing structure, this provider allows clients to choose between Philippine-based VAs ($7.50-$11/hour) or U.S.-based professionals ($25-$30/hour). This model provides accessible entry points for budget-conscious agents while maintaining options for those preferring domestic support. Their project-based approach works exceptionally well for agents seeking to trial VA services before making larger commitments, or those with fluctuating workloads that don’t justify full-time assistance.
5. Brivity VA
Developed under the guidance of real estate industry veteran Ben Kinney, Brivity VA delivers specialized support tailored specifically to property professionals. Their pricing structure includes a $350 onboarding fee with monthly plans ranging from $1,250 to $1,750, reflecting their niche expertise. The service shines in CRM optimization and sophisticated lead nurturing systems—areas where generic VA providers often falter. While commanding premium pricing, their value becomes particularly evident for agents already using the Brivity ecosystem or those requiring deep real estate knowledge beyond basic administrative support.
