Real Estate & Property ✦ Dedicated & full-time

Real Estate Virtual
Assistant

Listings, CRM, contracts and campaign admin that keep agents in front of clients — from $14/hr + GST.

Book my 30-minute call →or run the numbers for your role →
Looking for VA work? Apply at staffingsolutions.ph
$14/hrFrom, + GST · full-time
70%Average saving vs a local hire
14 daysBrief → first day
Fully managedWe hire, you lead

What a Real Estate Virtual Assistant does

Agents win listings and sell homes; they shouldn't be buried in admin. A real estate VA runs the back office — listings, CRM, contracts and marketing — so agents stay client-facing.

Every StaffingSolutions.io real estate virtual assistant is recruited, hired and managed by us — reference-checked for your tools, working your business hours, and backed by our zero-risk promise: no placement fee, money-back first week, and a free replacement if the fit isn't right.

What they handle

  • Listing admin — prepared and published.
  • CRM — leads and pipeline updated.
  • Contracts — prepared and tracked.
  • Campaign coordination — portals and social.
  • Buyer/seller follow-up — timely.
  • Database — nurtured and clean.
The actual work

A week in the role

A real estate VA runs the agency back office across sales and rentals — building listings, loading them to the portals, keeping the CRM clean and handling the enquiry that arrives while agents are out at appraisals and opens. Most of the week sits inside VaultRE, Rex or Agentbox and the two portal back ends.

The taskWhat that actually involves
Build and publish listings

Assembles the listing in VaultRE, Rex or Agentbox — headline, body copy, photos in sequence, floorplan, inspection times, price display and property features — then pushes it live to realestate.com.au and Domain and checks how it renders on both before telling the agent it is up.

Keep the CRM callable

Merges duplicate contacts, corrects mobiles and emails, tags every enquiry to its source listing, records the buyer's price range, suburbs and finance position, and archives dead records so the agent's call list reflects who is actually in the market.

Handle inbound buyer enquiry

Answers portal enquiries and website forms with the inspection times and price guide the agent has set, qualifies whether the buyer has sold, is pre-approved or is cash, and books private inspections into the agent's diary with confirmation texts.

Log open home attendees

Takes the OFI check-in sheet or digital sign-in export after each Saturday, loads attendees against the listing in the CRM, sends the agent's follow-up email with the contract and any inspection reports, and builds the Monday callback list.

Pull comparable sales data

Runs suburb and street searches in RP Data or Pricefinder, extracts recent sales with price, land size, bed and bath count and days on market, and builds the comparables table the agent uses in an appraisal or a vendor price conversation.

Prepare appraisal packs

Puts together the document the agent takes to an owner meeting: title and rates details, past sale history, comparable sales, the agency's recent results in that street, and a draft marketing schedule for the agent to price and present.

Maintain the prospecting database

Works the agency's farm-area lists — appraisals that never listed, expired and withdrawn listings, buyers who missed out, past sellers at their settlement anniversary — setting call reminders to the agent's cadence and recording the outcome of every contact attempt.

Run the weekly numbers

Builds the Monday sales meeting pack: listings taken, price adjustments, days on market, enquiry and inspection counts per listing pulled from the REA and Domain agent dashboards, contracts written and settlements due this month.

Process agency invoices

Codes photographer, copywriter, signboard, floorplan and portal invoices against the correct listing, checks each against the vendor's approved marketing schedule, queries anything ordered outside it, and passes the coded batch to the trust accountant or bookkeeper for payment.

Keep listing files compliant

Checks each listing file holds a signed agency agreement with current authority dates, the marketing approval, the required disclosure documents and the property's photos and floorplan, and chases the agent for whatever is missing before the campaign goes live.

Cover rentals overflow

Picks up rental enquiry, inspection bookings and application acknowledgements when the property management side is stretched, so the agency answers renters the same day without pulling the property manager off inspections and routine visits.

Reconcile listing statuses across systems

Checks each property's status matches across the CRM, realestate.com.au and Domain — under offer, sold, withdrawn, leased — corrects mismatches the same day, and archives sold campaigns with their final price and settlement date attached.

Related roles

More Real Estate & Property roles

All Real Estate roles →

Property Management Assistant

Tenancy admin, maintenance coordination and inspections scheduling.

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Real Estate Executive Assistant

EA support for principals and lead agents.

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Real Estate Account Assistant

Trust accounting support and reconciliations.

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Questions

Frequently asked

Do they know real estate CRMs and portals?
Yes — the common AU and US agency CRMs and listing portals; we match and reference-check for your stack.
How much does a real estate virtual assistant 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, and interviewing candidates costs nothing. Specialist roles sit a little higher. Run your numbers →
How fast can they 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 the fit isn't right?
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.
What stays with you, and what goes to them?
They take the recurring, process-driven part of the real Estate Virtual Assistant role — the work that happens the same way every week and eats your day. Judgement calls, client relationships, anything requiring your licence, sign-off or authority stay with you. The clients who get the most out of a real Estate Virtual Assistant hand over a defined process and keep the decisions, rather than handing over the whole function and hoping. On the discovery call we'll map which tasks fall on which side of that line before you commit to anything.
How do I hand the work over without losing weeks to training?
Record yourself doing the task once and talk through it as you go — a fifteen-minute screen recording beats a written manual every time, and your real Estate Virtual Assistant will turn it into a documented process you both work from. Expect the first fortnight to be shadowing and checking, then steadily less. If you have nothing documented, that's normal and it's not a blocker: we'll help you decide what to record first, and your account manager checks in through the whole ramp-up.