What does a real estate administrative assistant do? It runs the work around your deals: listings, showings, the CRM, client updates and the questions your agents bring you. You and your agents keep the relationships and the real estate advice, and the assistant runs the process behind them.
You are good at this, and clients trust you. The trouble is that every listing, showing and file still lands on your desk, and the selling waits until the admin is done.
Below is what the role covers and what it costs.
What does a real estate administrative assistant do day to day?
Real estate assistant duties fall into 5 areas: listings, buyers and showings, the database, marketing and the office. The table shows what each one covers.
| Area | What your assistant runs |
|---|---|
| Listings | Collects the listing details, books photos, writes the first draft of the copy, prepares the MLS entry for you to review and submit, sends the weekly seller update |
| Buyers and showings | Sends the intake form, pulls homes that match, books tours, gathers showing feedback |
| The database | Logs every lead and conversation in the CRM, sets follow up tasks, keeps contact details clean |
| Marketing | Posts to social media, sends the newsletter, makes flyers and open house packets |
| The office | Answers email, runs the calendar, chases documents, keeps each deal file complete for your brokerage |
The National Association of REALTORS® describes the same spread: scheduling, email, documents, client updates, market research, marketing and transaction support.
On a team, there is one more job. Your agents bring you questions about the CRM, onboarding and social media, and a good admin answers those first. Even Baklid grew a real estate team from 3 agents to 32, and he puts it plainly: "Your virtual assistant should be the first line of defense to protect your time."
Which tasks should you hand to a real estate assistant first?
Hand over the tasks you repeat every day or every week. Those are the easiest to write down, and the first to give you hours back.
Even's rule for spotting them: "If you are doing it several times a day, a week or a month, another person can do at least 80% of it, and probably 100%, and take it off your plate."
Good first real estate virtual assistant tasks:
- Buyer intake. Your assistant sends the intake form, reads the answers and builds the first list of homes for you to check.
- Showing schedules. Your assistant books the tours, confirms with the listing agents and sends the client the plan for the weekend.
- Seller updates. Your assistant sends every seller an update each week, news or no news, from the showing feedback and the numbers.
- CRM upkeep. Your assistant logs every new lead the same day and sets the next follow up task.
- Listing prep. Your assistant gathers the details, books the photographer and drafts the listing for you to approve.
Even pictures the buyer side like this: "A virtual assistant can get all of the information from you or your clients through an intake form, understand what they are looking for, find exactly the homes your clients should be considering, and help you schedule the tour for this weekend."
For a fuller list by week, read what to delegate to a virtual assistant first.
What should stay with you and your agents?
The relationship and the expertise stay with you. Advice on price, contract terms and negotiation stays with your agent, and so does every decision the client relies on you for.
Your assistant runs the process and your agent makes the calls. That split is what lets an assistant help without stepping into your job. Even's version: "It does not mean taking over your job. It means letting the team leader and the agents step into what makes them great: managing the relationship, and bringing real estate expertise when it is needed."
Licensing rules for assistants differ by state and by brokerage. Check with your managing broker which tasks your assistant can take on before you write them into the role.
How is an admin different from a transaction coordinator or an ISA?
A real estate admin assistant runs the whole business around the deals. A transaction coordinator runs each deal from contract to close, and an inside sales agent calls leads to set appointments.
| Role | What they own | When it starts |
|---|---|---|
| Real estate administrative assistant | Listings, showings, the CRM, marketing, client updates, agent questions | Every day, before and after a contract |
| Transaction coordinator | Paperwork, deadlines and communication from contract to close | Once a deal goes under contract |
| Inside sales agent (ISA) | Calling and qualifying leads, booking appointments | When leads arrive faster than agents can call them |
For team leaders, the first hire Even recommends is the admin, because it gets you out of the work you should not be doing but are doing right now. The full comparison, with how his own team split the work, is in transaction coordinator vs real estate assistant.
How much does a real estate administrative assistant cost?
Through Skale Bak, a real estate administrative assistant is $13 an hour, the same as every role. You choose 20 or 40 hours a week, billed weekly.
| Package | Hours a week | Weekly | Monthly (about) |
|---|---|---|---|
| Part time | 20 | $260 | $1,127 |
| Full time | 40 | $520 | $2,253 |
The cost depends on the package you choose. There is no placement fee and no setup cost, and you have a 7 day guarantee and 30 days notice, as set out on the pricing page. For how a local hire compares, read how much a virtual assistant costs.
Why does the admin work end up with you?
The admin lands on you because you built the business and you know how every step should go. That knowledge is why your business works, and it is also why the work never leaves your desk.
The work turns you into the admin of your own business. Even's answer to that: "You are successful because of you and the amazing company you built."
The way out is a system first, then the right person to run it. That is the whole basis of Skale Bak, in Even's words: "Create systems, bring on the right people, create leverage and delegation, and build the business that supports the life you really want." How it works shows the process.
Where should you start this week?
Start by writing down one process you repeat every week, from the trigger to the result. The seller update is a good first choice, because it happens every week and the free Seller Process playbook builds it in.
If you want the steps already written, take the free Buyer Process and Seller Process playbooks. They write down every step, from first enquiry to the closing table and from listing to sold, so you can hand them to an assistant. If you lead a team, read hiring a virtual assistant for a real estate team next.
Questions people ask
Does a real estate administrative assistant need a license?
It depends on your state and your brokerage, so ask your managing broker before you hand anything over. Decisions on price, contract terms and negotiation stay with your agent.
Can a real estate administrative assistant work remotely?
Yes. The role runs on the CRM, email, the calendar and shared folders, so it works from anywhere. Skale Bak assistants work from the Philippines, and Skale Bak makes sure the talent it introduces is comfortable working US hours when you need them.
How many hours a week should a real estate assistant work?
Through Skale Bak you choose 20 or 40 hours a week. Add up the hours listings, showings, the CRM and client updates take you now, and pick the package closest to that.
What is the difference between a real estate assistant and a real estate administrative assistant?
The titles overlap. Administrative puts the weight on the office side: the CRM, documents, scheduling and the files your brokerage needs.