Real Estate ✦ Industry

Real Estate
virtual assistants

Real estate virtual assistants for listings, transactions, property management and marketing — from $14/hr + GST.

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$14/hrFrom, + GST · full-time
70%Average saving vs a local hire
14 daysBrief → first day
Fully managedWe hire, you lead

Virtual assistants for real estate

Agencies run on admin. Dedicated real estate VAs keep listings, CRM, contracts, trust accounting and campaigns moving so agents stay in front of buyers and sellers.

Every placement is recruited, hired and managed by us and backed by our zero-risk promise: no placement fee, money-back first week, free replacement.

What they actually do

The work that comes off your desk

In a sales office the paperwork stacks up behind the agent, not in front of them. Between the listing presentation and settlement sits the marketing schedule, the portal upload, the disclosure pack, the buyer database and the vendor report — most of it done at night after inspections. That is the work an offshore coordinator picks up.

The taskWhat that actually involves
Building the listing in the CRM

Creates the property record in VaultRE, Agentbox or REX, loads the signed agency agreement and marketing schedule, keys in land size, rates, zoning and inclusions, writes the draft copy from the agent's notes and stages the feed to realestate.com.au and Domain.

Ordering the marketing pack

Books the photographer, floor plan and copywriter to the campaign start date, orders the signboard and brochures, tracks proofs back for the agent's approval, and reconciles vendor paid advertising invoices against the schedule signed on the agency agreement.

Preparing the appraisal pack

Pulls comparable sales and suburb data from CoreLogic RP Data, assembles the sale history, title details and past campaign results into the agency's listing presentation template, and leaves the price range blank for the licensed agent to set.

Chasing the disclosure documents

Requests title searches, plans and the certificates the sale needs — a Queensland Form 2 seller disclosure statement and its prescribed certificates under the Property Law Act 2023, a Victorian section 32 statement, or the NSW prescribed documents — then follows the solicitor until the pack is complete.

Running the inspection diary

Sets open home times in the CRM, sends confirmations to vendors and tenants, prepares the inspection register and buyer QR check-in, loads the run sheet for the agent's Saturday, and books private inspections around access instructions.

Processing enquiry into the database

Takes portal and web enquiries out of the inbox, matches or creates the contact in VaultRE or Agentbox, tags price range, bedrooms and suburb, sets the next-action date, and books the agent's callbacks so no enquiry sits untouched.

Writing the vendor report

Pulls portal views, enquiry counts, inspection numbers and buyer feedback notes out of the CRM into the agency's weekly vendor report format, drafts the commentary from the agent's notes, and sends it once the agent has approved it.

Auction paperwork and bidder records

Prepares the auction authority and reserve price letter for signing, sets up the bidder registration forms and prepares the blank bidders record for the agent to complete on the day, books the auctioneer, and files the signed contract and deposit receipt back into the property record afterwards.

Preparing the contract pack for signing

Assembles the contract pack the vendor's solicitor or licensed conveyancer has prepared, populates the schedule, attaches the disclosure documents and the special conditions the solicitor has supplied, loads it into DocuSign or the CRM's e-sign tool, and chases the signatures and initials that are missing.

Managing the conditions diary

Tracks finance, building and pest and cooling-off dates from the contract in the CRM sales pipeline, sends the sales advice to both solicitors, chases extension requests and unconditional confirmation, and flags a date at risk before it lapses.

Settlement and handover admin

Books the pre-settlement inspection, confirms the settlement date once the solicitors have booked the PEXA workspace, prepares the key handover and the notice to the property management department, and closes the listing out in the CRM.

Database hygiene and appraisal lists

Merges duplicate contacts, corrects bounced addresses, re-tags past appraisals and expired listings, keeps the anniversary and appraisal-due lists current, and builds the suburb mail-out and email lists the agent works through each week.

Commission and invoicing paperwork

Prepares the commission statement and agent split from the signed agency agreement, issues the invoice to the solicitor for settlement, reconciles marketing recoveries against supplier invoices, and hands the file to the licensee for trust account processing.

What stays with you

We are a staffing company, so this list argues against our own interest. It is also the part that matters: the work below is reserved, and no amount of supervision moves it. Get the line written down before anyone starts in an agency.

  • Appraising, advising and negotiatingAppraising a property, advising a vendor or buyer on value, and negotiating a sale are reserved to a licensed agent — or, under supervision, an assistant agent holding a NSW certificate of registration or a Victorian agent's representative. NSW Fair Trading is explicit that unlicensed administrative staff must not advise vendors or prospective purchasers, or do anything that could be seen as inducing a sale or a purchase. Your coordinator assembles the comparables and builds the presentation; the agent sets the number and does the negotiating.State agent licensing, e.g. Property and Stock Agents Act 2002 (NSW), and NSW Fair Trading guidance on unlicensed staff
  • Signing on the agency's behalfThe appointment to act — a Queensland Form 6, a NSW agency agreement — must be signed by the licensee. Your coordinator prepares and populates it; it does not leave the office unsigned by a licence holder.Property Occupations Act 2014 (Qld) and state equivalents
  • Trust account transactionsDeposit receipting, withdrawals and authorisations sit with the licensee's authorised signatories on an Australian trust account, subject to the trust audit requirements of the state. An offshore coordinator never holds trust access or moves client money.State agent trust accounting and audit requirements
  • Calling the auctionOnly a licensed agent who is accredited or authorised to auction in that state may call bids and knock a property down — in NSW that is auctioneer accreditation held on a Class 1 or Class 2 agent licence, in Victoria a licensed estate agent or agent's representative, in Queensland an auctioneer licence. Registration forms, the blank bidders record and the reserve letter are prepared beforehand; the fall of the hammer is theirs.State agent licensing and auctioneer accreditation (NSW), estate agent or agent's representative authorisation (Vic), auctioneer licence (Qld)
  • Legal advice on the contractDrafting special conditions, advising on disclosure adequacy or interpreting a contract term is legal work for the vendor's solicitor or conveyancer, and in NSW the vendor's contract of sale is prepared by the solicitor or licensed conveyancer before the property is offered for sale. Your coordinator assembles the pack and chases the documents, nothing further.State legal profession admission and conveyancing licensing
  • Sending vendor and buyer data across the borderBuyer records, identity documents, enquiry data and vendor files made available to an overseas coordinator are a cross-border disclosure under Australian Privacy Principle 8, and the agency remains accountable for how that information is handled. Access is scoped to named users inside your own CRM and email, logged, and covered by your privacy collection notice — no copy of the database leaves the agency's systems.Privacy Act 1988 (Cth), Australian Privacy Principle 8 — Office of the Australian Information Commissioner
Popular roles

Roles for Real Estate

All Real Estate roles →
Role

Real Estate Virtual Assistant

Listings, CRM, contracts and campaign admin for agents.

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Role

Property Management Assistant

Tenancy admin, maintenance coordination and inspections scheduling.

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Role

Real Estate Sales Support

Contract admin, buyer follow-up and pipeline support.

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Industry-specific

Specialist roles for agencies

Five dedicated roles across sales support and property management, with licensed acts staying onshore.

Sales support

Real estate VA

Listings, database, campaigns and vendor reporting.

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EA

Real estate executive assistant

Agent diary, inbox and pipeline support.

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Accounts

Real estate account assistant

Agency accounts and administration.

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Marketing

Marketing coordinator

Campaign build, collateral and social.

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Sales admin

Sales support

Contract chasing, compliance and settlement admin.

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Property mgmt

Property management assistant

Arrears, maintenance, inspections and owners.

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Questions

Frequently asked

Can they work in our CRM and trust software?
Yes — most of our real estate VAs come in already fluent in one of the majors, and we screen for the specific stack you run. What they don't touch is trust accounting: reconciliations, disbursements and anything under state trust legislation stay with your licensed staff. They handle the volume around it — listing preparation, portal uploads, form drafting, appraisal packs, database maintenance, chasing paperwork before settlement, and the follow-up sequences agents never get around to.
Can they call our database and take enquiries?
Yes. Outbound calling on a script, buyer enquiry callbacks, open-home follow-up and past-appraisal touch-base work are among the most common things real estate clients hand over — and it's usually the fastest ROI, because it's the work that quietly doesn't happen when agents are busy. They can't act as your representative for negotiation or anything requiring a licence in your state, so that stays with your agents.
How much does it cost?
From $14/hr + GST for a full-time, dedicated team member — roughly $29K a year against $95K–$115K all-in for the local equivalent once you add super, leave, payroll tax, software and a desk. No placement fee, no setup fee, no recruitment retainer: you pay from the day they start, for hours worked. Interviewing candidates costs nothing. Run your numbers →
How fast can we start?
Typically 14 days from your discovery call to day one. In the first week we source and screen against your brief; you get three matched profiles and interview whoever you like. Once you choose, we handle the offer, the contract, equipment and connectivity checks, and induct them on our side before they reach you. Specialist roles — developers, NDIS claims, anything needing niche software — can take a week longer, because we won't pad a shortlist just to hit a date.
What if it's not the right fit?
You're covered twice over. If it's clearly wrong by day five, your first week is refunded in full. After that, a free replacement any time — new shortlist, new interviews, no second fee, because there was never a first one. Before it gets that far, talk to us: our HR manager will work through it with you and the team member, since most problems turn out to be an unclear process rather than the wrong person, and a fortnight of coaching usually fixes it. Replacing someone is the last resort, not the first move.
Is there a minimum term?
Three months, then month to month. It's the same runway you'd give a new local hire to learn your systems, your clients and your standards — and the team members who get a fair run are the ones who stay for years. There are no exit penalties at any point, and if the issue is the person rather than the role, the first-week refund and free replacement cover that separately.
How do you handle confidentiality?
The same way you'd treat any remote team member. Every placement signs an NDA and a confidentiality clause before day one, and they work inside your systems — your email, your CRM, your file storage — so you control what they can see and can revoke access instantly. No client data is stored on our side.