Hiring a real estate assistant is an incredibly exciting time for any professional. When your workload becomes overwhelming and you feel like you can’t keep up, an assistant is the game-changing solution you need. Learn how to hire a real estate personal assistant and unlock the key to delegating tasks, boosting productivity, and focusing on building stronger client relationships.

What Is a Real Estate Assistant?

Real estate assistants perform administrative and clerical tasks to help real estate agents. Their responsibilities may include administrative tasks, scheduling appointments, organizing files, preparing documents, and more. A real estate assistant job description also includes customer service tasks such as greeting clients, making follow-up calls, handling inquiries from clients and potential clients, assisting at open houses, and coordinating showings to name a few. 

What Are the Perks of Hiring a Real Estate Assistant?

Not only will you have more time to focus on your clients and closing deals, but you’ll also have the support to take over tasks like: 

  • Answer incoming phone calls.
  • Confirm appointments.
  • Evaluate incoming leads.
  • Work on your social media marketing.
  • Manage your processes.

With a real estate personal assistant, you’ll have the freedom to do what you do best while also allowing your business to grow and flourish. 

Hiring an assistant should be part of a well-structured real estate business plan. Your finances and business should meet specific criteria that you set before you decide to hire an assistant.

How to Hire a Real Estate Assistant

Step 1: Create a Job Description and Listing

The first step is creating a job description for your new real estate assistant. This description will later serve as the job listing, outlining their schedule, duties, required experience, and any necessary education or licensing requirements (like an active real estate license). Let’s find the perfect match for your team!

What To Include In Your Real Estate Assistant Job Description

  • Managing calendars and adding appointments as necessary. 
  • Confirming upcoming appointments.
  • Cooperating with other businesses to plan events.
  • Organizing files and uploading them to the corresponding systems.
  • Drafting letters, writing emails, and managing databases.
  • Professional phone acumen. Contacting clients and other businesses.
  • Microsoft Office proficiency.
  • Social Media Marketing and content creation.
  • Pulling reports.
  • Other duties and responsibilities as directed.

Step 2: Advertise Your Real Estate Assistant Position

Once you’ve crafted the perfect real estate assistant job description, it’s time to spread the word! Start by reaching out to your colleagues, connections, those who you would like to do more business with, or those who inspire you in the industry. Additionally, you can place ads on online job boards like Craigslist, Indeed, and Snagajob.

Another potential source of candidates may be through new agents who have just gotten into real estate, may be inexperienced, and are looking for mentorship. Not only would they benefit from the exposure to a successful agent who they can model their habits after, but they also have a license.

Step 3: Identify Your Ideal Candidate

Once candidates start rolling in for your real estate personal assistant position, you want to create a list of qualities you’re looking for in that perfect candidate. Of course, the job description will highlight your absolute must-haves, but you should also consider the ideal level of education, training, or experience. 

For instance, are there specific software programs that it would be helpful if they were proficient in? Would it be beneficial for your business if they knew the right people or had worked in a similar position elsewhere? Make sure you cover all bases and find the best fit for you or your team.

Step 4: Set Up Interviews

When it comes time for the actual interview, you’ll want to keep notes on the applicants and your thoughts regarding them. Here are some example questions you might ask:

  1. Why do you want to work in real estate?
  2. When was the last time you’ve been professionally challenged, and what were the results?
  3. What are your professional goals? Where do you see yourself in five years?
  4. What are your strengths and weaknesses? What would your last employer say are your strengths and weaknesses?
  5. What is your availability like? Are you available on nights, weekends, and evenings?

In the interview, discuss the job description and emphasize the opportunity to be a pioneer as an assistant. Encourage them to share their thoughts and suggestions to gauge their level of investment in the work you’re doing.

Make the Move to Hire a Real Estate Assistant

Finding the right fit for your team is not an instant process and requires some thought and deliberation. As you continue to build your real estate team, you will learn from your experiences of interviewing and onboarding new members of your team. Take the time to set regularly planned check-ins to make sure that the job is a suitable position for them and vice versa. Addressing concerns and corrections immediately is essential for open office communication.

For most agents, managing people will be far more difficult than any other aspect of the business. Real estate agents, by nature, are self-driven, critical thinkers. If your assistant requires constant communication or direction, this might cause ongoing issues that need to be addressed.

Tom Ferry’s team of experienced real estate coaches can help you devise a strategic plan regarding how to hire a real estate assistant. With a free consultation, an expert coach can help evaluate your situation and provide you with sound guidance on how to reach your vision of success.