Running a real estate business means managing property listings, admin tasks, and client calls. It often feels like there’s never enough time.

A real estate virtual assistant can take those time-consuming tasks off your plate so you can focus on closing deals.

At Teambuild Consultancy, we help estate agents hire a full-time dedicated VA for just £800/month, with zero hassle. We handle payroll, onboarding, and everything in between.

So, what can a real estate virtual assistant actually do? Let’s dive into the tasks that make the biggest impact.

1. Managing Property Listings


A real estate virtual assistant can take full responsibility for managing property listings across platforms like Rightmove, Zoopla, and your own agency website. They upload great photos and write catchy descriptions. They also keep availability and pricing updated. This way, every listing looks sharp and accurate. With strong attention to detail, your VA helps maintain your brand’s professional image while saving you hours of admin work. This task can make your workflow smoother. It can also increase your agency’s visibility and help generate more leads.

2. Scheduling Appointments and Viewings


Scheduling appointments is one of the most time-consuming admin tasks in the real estate business. A dedicated real estate virtual assistant can take over this completely. They coordinate with clients, estate agents, solicitors, and other stakeholders. This includes organising viewings, meetings, and inspections. Whether it’s syncing calendars or confirming details with potential buyers, your VA ensures everything runs smoothly. This support improves the client experience and frees up your time to focus on higher-value activities like lead generation and closing deals. With a VA managing your schedule, you gain structure, efficiency, and more productive hours in your day.

3. Responding to Client Emails and Inquiries


First impressions matter. A real estate virtual assistant can quickly and professionally handle client emails, inquiries, and lead forms. This helps you provide great service without delays. Your VA can manage your inbox, answer common questions, follow up with prospects, and send important messages to you. This keeps communication flowing and helps turn leads into loyal clients. By delegating email responses to a skilled virtual assistant, you ensure that nothing is missed. This maintains the high standards expected from a professional real estate agent or agency.

4. Updating and Managing Websites


Your website is often the first place people visit when looking for a property. A virtual real estate assistant can regularly update your site with new listings, blog content, and promotional material. They can also fix outdated information, refresh images, and optimise content for SEO. This keeps your online presence up-to-date and engaging, making it easier for potential clients to find what they’re looking for. Having the right assistant for your site’s updates saves you time. It also helps you present a professional image.

5. Social Media Management and Posting


A real estate virtual assistant can create, schedule, and manage posts on platforms like Facebook, Instagram, LinkedIn, and X (Twitter). They showcase new listings, share property tips, and engage with followers. Your VA replies to comments and maintains a consistent brand presence. They also track analytics and adjust strategies to improve reach. By managing your social media, a VA boosts your online visibility. This helps build trust with potential clients while freeing up your time for in-person property dealings.

6. Creating Marketing Materials


Effective marketing materials make properties stand out. A real estate VA can create brochures, flyers, social media graphics, and branded presentations for listings and agent proposals. They can also help prepare pitch decks or custom guides for buyers and sellers. Using tools like Canva or Adobe, your VA can produce stylish, professional content that matches your brand. This boosts your agency’s image and enhances how clients view your listings. By outsourcing marketing tasks to a skilled VA, your promotional efforts stay on track.

7. Handling Bookkeeping and Financial Records


Managing financial admin doesn’t have to be your burden. A real estate virtual assistant can take on bookkeeping tasks such as logging transactions, reconciling accounts, generating invoices, and tracking expenses. They can work with your accountant or financial software to keep everything organised and up to date. Having a VA manage your books helps reduce errors, saves you time during tax season, and gives you better visibility into your agency’s cash flow.

8. Preparing Email Campaigns


Email is a key tool in real estate marketing. A VA can prepare, design, and schedule email campaigns for buyers, sellers, investors, and leads. They can promote new listings, announce open houses, and share market updates. Your assistant can create email templates, manage subscriber lists, and track performance metrics. A strong email campaign keeps your audience engaged and boosts repeat business and referrals. By delegating this task, you maintain consistent outreach without overloading your internal team.

9. Soliciting Reviews and Feedback from Clients


A great way to build trust in the real estate industry is through client reviews. A virtual assistant can follow up with clients after transactions. They can request testimonials through email, SMS, or review platforms. They also collect feedback to improve your services and showcase positive experiences in your marketing. By managing this, your VA boosts your online reputation and encourages referrals. It’s a simple but powerful task that adds long-term value to your brand.

10. Handling Client Communication for Agents


Real estate agents are constantly on the move. A dedicated VA serves as a key link between agents and clients. They answer questions, share updates, confirm appointments, and handle urgent requests. This way, no message gets missed, and clients feel supported when the agent is unavailable. With a VA managing communication, estate agents can focus on property viewings, negotiations, and building client relationships. This layer of support increases productivity and strengthens the overall client experience.

11. Making Travel Arrangements


Whether you’re attending conferences, client meetings, or property viewings across regions, a virtual assistant can handle all your travel planning. This includes booking transportation, arranging accommodation, and coordinating itineraries. They can also adjust plans on short notice if needed. Delegating travel arrangements ensures your schedule runs smoothly without the stress of logistics. For estate agents and directors who are frequently on the move, having a remote assistant manage this task adds valuable time back into their day.

12. Arranging Closing and Seasonal Gifts


Sending thoughtful gifts at closing or during the holidays is a great way to build lasting client relationships. A virtual real estate assistant can help select, personalise, and send gifts on your behalf. Your VA can handle everything, whether it’s a thank-you hamper, a branded notebook, or a festive card. They manage the whole process, from sourcing to delivery. This adds a personal touch to your client experience and encourages repeat business. It’s a small task that creates a big impression.

13. Data Entry and CRM Management


Keeping your CRM system updated is key for managing leads and client interactions. A real estate virtual assistant can take care of data entry tasks. They add new contacts, update client records, and track lead sources. This helps keep your database clean and organised for campaigns or follow-ups. As a result, you can improve communication, upgrade lead management, and make better marketing decisions. By delegating CRM upkeep to a VA, you’ll never miss an opportunity again.

14. Transaction Coordination and Management


Real estate transactions involve multiple steps and stakeholders. A real estate virtual assistant helps by managing paperwork, tracking milestones, and coordinating with solicitors. They also follow up on deadlines. While they won’t replace a licensed transaction coordinator, they offer valuable admin support to keep deals on track. This reduces delays, improves organisation, and enhances client trust. With a VA managing the details, you can focus on negotiation and closing, knowing the backend is under control.

15. Market Research and Property Valuations


Understanding market trends is essential for real estate success. A virtual assistant can conduct research on property prices, competitor listings, buyer behaviour, and neighbourhood data. They can help prepare valuation reports, gather comparables, and support pricing strategies for new listings. This research aids real estate professionals in making informed decisions and positioning properties accurately in the market. With a VA handling this groundwork, your agency stays informed, competitive, and ready to respond to changes in the real estate landscape.

Why Hire a Real Estate Virtual Assistant: Benefits for Real Estate Agents?


If you’re a busy realtor or estate agent, a virtual assistant can make a big difference. Real estate VAs help you streamline daily operations. This lets you focus on client relationships and closing deals. They handle administrative tasks, manage schedules, and support your marketing efforts. A virtual assistant can help lighten your workload. Instead of spending hours on repetitive tasks, you can delegate jobs like data entry, appointment setting, or managing listings. Real estate VAs boost your productivity and provide a flexible, cost-effective way to grow your business without extra in-house staff.

What Is the Role of a Real Estate Virtual Assistant When Working With Real Estate Professionals?


A real estate virtual assistant works behind the scenes to support agents and property professionals. They coordinate client communication, update CRM systems, post on social media, and assist with listing management. By managing these daily operations, real estate VAs let agents concentrate on making money. Whether you’re a solo realtor or part of a larger team, a virtual assistant helps keep workflows steady, manage back-office tasks, and ensure nothing gets missed. They are essential for any real estate professional looking to grow efficiently.

Why Choose Teambuild Consultancy to Hire a Real Estate VA?


Teambuild Consultancy is a trusted real estate virtual assistant company that helps UK-based estate agencies and property professionals hire skilled, part-time or full-time virtual assistants. Here’s why we stand out:

  • Specialised in UK Real Estate – We match you with VAs who understand the UK property market and real estate operations.
  • Experienced Global Talent – Our VAs come from the Philippines, Sri Lanka, and Bangladesh, bringing strong English skills and real-world experience.
  • Full-Time Dedicated Support – Hire a full-time VA for just £800/month, with no hidden costs.
  • All-Inclusive Service – We handle the recruitment, HR, payroll, and onboarding, so you don’t have to.
  • No Hassle, No Freelance Platforms – We offer a streamlined, reliable process to help you find the best-fit virtual assistant without wasting time.

Let Teambuild Consultancy take the stress out of hiring a real estate VA, so you can focus on closing deals and growing your business.