Real estate teams lose hours to work that does not need a licence: keeping the CRM current, booking inspections, chasing enquiries, preparing reports and tracking contracts to settlement. A dedicated virtual assistant can take that work on so agents and property managers spend more time with vendors, buyers, landlords and tenants.
Tasks a real estate virtual assistant can handle
For sales agents
- Drafting listing descriptions and preparing listing details for the agent to review and approve.
- Uploading approved listings and updating them as details change.
- Keeping the CRM and contact database current, and logging every enquiry.
- Following up enquiries and booking inspections and open homes.
- Compiling appraisal research, comparable sales and vendor reports for the agent’s review.
- Tracking contract milestones from signing to settlement and sending reminders.
- Scheduling social media posts and coordinating marketing collateral.
For property managers
- Logging maintenance requests and coordinating trades.
- Scheduling routine inspections and sending reminders.
- Drafting tenant and landlord correspondence for the property manager to approve.
- Tracking lease renewals, expiries and arrears follow-up lists.
- Preparing owner reports and updating property records.
What should stay with your licensed team
Real estate is regulated state by state, so check your own regulator’s rules. As a general principle, activities that require a licence or registration stay with your licensed agents and property managers. That typically includes negotiating sales or leases, giving advice, and anything involving trust money. A virtual assistant prepares and organises; your licensed staff decide, authorise and sign.
What it costs
Dedicated virtual assistants at WorkMate Pro start from $12.50 AUD per hour as an all-inclusive rate covering employment, payroll, equipment, workspace and HR management. Your assistant works full-time hours aligned to your Australian business day, so inspection bookings and enquiry follow-up happen while your agents are out of the office. For how to compare quotes, see virtual assistant cost in Australia.
How to set one up
- Pick the first five tasks. Choose repeatable work such as CRM updates, enquiry follow-up, inspection booking and report preparation.
- Write each task down. A one-page checklist per task, with examples of what good looks like, lets the assistant work the way you do.
- Give named access. Set up your assistant with their own logins to your CRM, property management software and shared drives, limited to what they need.
- Review everything at first. For the first weeks, an agent or property manager checks outputs, especially anything that goes to a client.
- Set a daily rhythm. A short check-in each morning and a handover each afternoon keeps work moving.
- Expand gradually. Add tasks once the first ones run smoothly.
Protecting client information
Agencies hold personal information about buyers, vendors, landlords and tenants. Use named accounts, give access only to what each task needs, and keep data in your own systems. If the Privacy Act applies to your business, Australian Privacy Principle 8 expects you to take reasonable steps before personal information is handled overseas. Our data security guide for offshore teams explains how access is managed.
Frequently Asked Questions
What does a real estate virtual assistant do?
Handles the administrative and coordination work around sales and property management: CRM upkeep, enquiry follow-up, bookings, listing admin, reports, lease and contract tracking, and marketing support. Licensed activities stay with your licensed team.
Can a virtual assistant do property management admin?
Yes, for the administrative side: logging maintenance requests, scheduling inspections, tracking renewals and drafting correspondence for review. Decisions, approvals and trust accounting stay with your licensed property manager.
Will my virtual assistant work Australian hours?
Yes. WorkMate Pro virtual assistants work full-time hours aligned to your Australian business schedule.
How quickly can a real estate virtual assistant start?
Most WorkMate Pro clients have their virtual assistant ready to start within 2-4 weeks of completing the strategy call and confirming requirements.
