If you run a real estate business, you know that time is your most valuable asset. The hours your team spends on listing presentations, client negotiations, and closing deals are what drive revenue. So why do so many agencies find their teams drowning in administrative work?
Between inconsistent lead follow-up, mountains of paperwork, and juggling multiple systems, the administrative burden is often the biggest bottleneck holding a business back. You might feel the strain of doing everything in-house because finding skilled local administrative staff is either too difficult or too expensive.
This is where hiring a specialist real estate virtual assistant (VA) comes in. It’s more than just delegating tasks; it’s a strategic move to streamline your operations, free up your team, and scale your business faster than you thought possible.
The Proven Strategy: Why Top Businesses Outsource
Shifting tasks to a virtual team is a mainstream strategy in Australia. Today, about 80% of Australian businesses outsource at least some of their business processes, mostly using offshore resources. This marks a significant rise from previous years and shows how essential outsourcing has become for growth.
The benefits are clear, especially when it comes to managing busy periods and scaling operations. A Deloitte report highlights that 78% of Australian businesses find outsourcing to virtual assistants beneficial for exactly these reasons.
This trend is particularly powerful in the real estate sector. Australian property management agencies and real estate teams are increasingly outsourcing administrative, leasing, and finance tasks to virtual assistants to improve efficiency and reduce costs compared to local staffing. The most successful businesses have already embraced this model. For example, an analysis by RealTrends showed that 50% of the top 10 real estate teams leverage virtual assistants to stay ahead of the competition.
The Real Difference: A Generalist VA vs. a Real Estate Specialist
You wouldn’t ask a family lawyer to handle a commercial property dispute. The same logic applies to virtual assistants. A general VA might be great at basic admin, but a real estate specialist brings industry-specific knowledge to your business from day one.
A true real estate VA understands:
- Industry-specific terms and processes
- Real estate training for your region.
- Lead nurturing strategies that work in the property market.
This specialized knowledge means they can manage critical tasks for your business without needing constant training or supervision.
6 Ways a Real Estate VA Can Immediately Systemize Your Business
- Consistent Lead Follow-Up: A VA can manage your entire lead pipeline, ensuring no potential client falls through the cracks and standardizing your agency’s follow-up process.
- CRM and Database Management: They keep your business’s client database clean, updated, and actionable.
- Marketing and Social Media Support: Your VA can handle property listings and manage your online brand presence while your team focuses on clients.
- Appointment and Schedule Management: A VA manages your team’s calendar and coordinates showing schedules, preventing double-bookings.
- Freeing Up Your Team From Admin: All the data entry, document preparation, and email management that eats up productive hours? Consider it handled.
- Client Communication Support: A VA can provide prompt responses to client inquiries, ensuring top-notch service under your brand name.
This represents just a sample of the many tasks you can delegate. Access the comprehensive ‘The Ultimate Real Estate VA Tasks Checklist‘ here for the complete inventory.
The WrkPod Difference Part 1: A Fair and Transparent Model
Many outsourcing agencies work on a “place and forget” model. They find you a candidate, and then you’re on your own. We believe that true success comes from ongoing support that ensures your virtual team member is a thriving, long-term part of your business.
That’s why we developed our WrkPod ‘Concierge Services’ program. We are your ears and eyes on the ground, providing a complete support system for both you and your staff.
You can check details about our services here: QRET Trained Real Estate Virtual Assistants
Here’s how it works:
- On-the-Ground Supervision: Our local Team Lead supervisors provide monthly reports on attendance and productivity. They meet with your staff regularly to address any issues that may arise and will keep you informed of any local matters.
- Dedicated Australian Support: You are fully supported by our Australian-based Account Manager, who you can reach out to at any time for advice and support.
- Structured Performance Management: We hold optional monthly online debriefing meetings with you, our Team Leads, and your staff members to cover performance, provide feedback, and celebrate achievements. In conjunction with you, our HR Manager and Team Leads also conduct 6-monthly and yearly reviews.
- Focus on Growth & Development: We are very pro-ongoing development. Based on performance reviews, we will propose small salary increases to reward growth. Your staff member will also have access to our online Skill Builder program (valued at $2,995) to upskill during any downtime, ensuring they provide ever-better value to your business.
The WrkPod Difference Part 2: A Professional Environment That Boosts Productivity
A common question about remote staff is whether they can be as effective as an in-office team member. Research from Apollo Technical shows that remote work is inherently productive, with 77% of remote workers reporting increased productivity.
WrkPod enhances this natural effectiveness by providing a professional, structured environment that eliminates common remote-work pitfalls. When you partner with WrkPod, your VA isn’t working from a home office with unpredictable internet. They work from our modern offices, which provides huge advantages for your business:
- Reliable Infrastructure: Our facilities have backup generators and multiple internet connections to ensure your VA is always online.
- On-Site Support: Your VA has access to on-site HR and IT support to resolve any issues quickly.
- A Culture of Excellence: We foster a professional and collaborative environment where staff are motivated and engaged.
- Included World-Class Training: Every WrkPod VA gets access to 210 hours of world-class business courses through our SkillBuilder™ (valued at $2995) at no extra cost.
Ready to Start? Your 4-Step Implementation Plan
- Identify Your Delegation Priorities: Before you can delegate, your business needs to know what to delegate. To make this easy, we created the Real Estate Task Checklist. It breaks down the exact tasks successful Australian agents hand over to their VAs. Download it free to pinpoint your best opportunities.
- Document Your Processes: Once you’ve used the checklist to identify tasks, create simple instructions for them. This standardizes your operations and ensures consistency.
- Start Small and Scale: Begin with 2-3 core tasks from your list. As your VA demonstrates competence, your business can gradually expand their responsibilities.
- Establish Regular Check-ins: A quick weekly meeting is perfect for ensuring alignment, refining processes, and building a strong working relationship.
Are You Ready to Grow Your Business?
The right real estate virtual assistant is a strategic investment in your business’s growth and efficiency. By delegating administrative work to a skilled specialist, you free up your team to focus on the high-value activities that actually drive revenue.
The question isn’t whether your business can afford to hire a real estate VA. It’s whether you can afford not to.
Your Next Steps:
- Download the Real Estate Task Checklist: Click here to get your free copy and see the exact tasks successful businesses delegate to scale.
- Audit Your Operations: Use the checklist to identify which of those tasks create bottlenecks for your team.
- Book a Discovery Call: Once you know what to delegate, talk to our team to find the perfect VA to help your business grow.
Frequently Asked Questions
Absolutely. We will discuss if you have any particular requirements in terms of sales admin or property management focus, and will then present a short list of candidates for you to interview online.
As part of our ‘Concierge Services’ package we have a 12 month guarantee to find a replacement staff member for you, without an additional recruitment fee.
We provide real estate training as part of the real estate certification requirements via an RTO, but once handed over after the first 2 weeks of onboarding, you will then conduct training specific to your own business.
We do however provide access to Skill Builder for them to upskill on other areas that you may like them to work on, such as social media management, website management, basic bookkeeping, etc.
Absolutely! In fact we highly recommend it. You can visit your staff member(s) at any time in the Philippines, however WrkPod conducts regular in person events such as the ‘iGrow Conference’ or ‘Work Week’.
Where clients are invited to attend to meet with their staff and mix with other business owners. Spending face to face time with your VA certainly helps to solidify a great working relationship.
The WrkPod model does not suit part time employment. We are sourcing committed, hard working, focused staff for you and we believe the best way to do this is to commit to them in a full time capacity.
We require a minimum 12 month commitment.
Under Filipino employment law, the VA is on a 6 month probation period (called regularization) after which a small increase in pay is anticipated. Reviews are then done on a yearly basis, with the review in September/October to then increase as of January the following year. The amount quoted is after this 12 month pay rise.
