12 Best Platforms for Real Estate Virtual Assistant Jobs in 2025

To find the best support for your business, you should partner with a managed virtual assistant agency that handles the vetting, matching, and onboarding process. This saves you significant time, reduces dropped balls, and allows you to delegate tasks with confidence and consistency. If you’re a founder or real estate team lead drowning in inbox and admin while trying to grow your business, this guide will show you how to get reliable help.

Summary (TL;DR)

• What to Do Next: Partner with a managed virtual assistant agency like Match My Assistant to get a vetted assistant matched to your needs without the churn of freelance marketplaces.
• What to Delegate First: Start with 3-5 high-frequency, low-strategy tasks like CRM updates, calendar management, inbox filtering, and social media scheduling.
• What to Expect: A good onboarding process takes about 30 days. Expect to invest time upfront in training and feedback to achieve long-term autonomy and efficiency.
• Common Pitfalls: Avoid hiring without documented processes (SOPs), giving too much access too soon, and failing to provide clear, consistent feedback.
• Quick Timeline: Week 1 is for onboarding and training on core tools. By Week 4, your assistant should be managing priority tasks with minimal oversight.

Key Takeaways

• Where to Look: The best places to find real estate VA jobs include freelance marketplaces (Upwork, Fiverr), direct-hire job boards (OnlineJobs.ph), general job boards (LinkedIn, Indeed), and specialized virtual assistant agencies (Match My Assistant, MyOutDesk).
• Key Roles: Common real estate virtual assistant roles include Administrative Assistant, Transaction Coordinator (TC), Listing Coordinator, Marketing Assistant, and Inside Sales Agent (ISA).
• Essential Skills: Success requires proficiency in real estate CRMs (e.g., Follow Up Boss, Top Producer), MLS systems, transaction management software (e.g., Dotloop, SkySlope), and general productivity tools like Google Workspace or Microsoft 35.
• Hiring Models: You can hire VAs as independent contractors via marketplaces, partner with a managed service agency for vetted support and oversight, or hire them as direct employees through job boards.

Quick Answers

• What do real estate virtual assistants do?
  They handle administrative tasks, manage listings, coordinate transactions, support marketing efforts, and manage client communications to help agents and brokers be more efficient.

• How much do real estate VAs make?
  Rates vary widely by location and experience, from $8-$15/hour for offshore general admin to $25-$50+/hour for experienced, U.S.-based transaction coordinators or marketing specialists.

• Freelance vs. Agency: What’s better for finding a job?
  Freelance platforms offer flexibility and direct client relationships, while agencies like Match My Assistant provide pre-vetted opportunities, steady work, and often include training and support.

Step-by-Step Playbook

1. Task Selection: Identify 3-5 recurring, low-risk tasks to delegate first. Good candidates are tasks that are time-consuming but don't require deep strategic input, such as updating your CRM, preparing listing materials from a template, or scheduling social media posts.
2. Task Briefing: For each task, create a simple Task Brief. Use a template to define the goal, inputs, tools required, and what "done" looks like. This clarity is the foundation for successful delegation.
3. Access & Security: Grant access using the principle of least privilege. Use a password manager like LastPass or 1Password to share credentials securely without revealing the actual passwords. Enable Two-Factor Authentication (2FA) on all critical accounts and create separate, role-based logins where possible.
4. Onboarding Week 1: Focus on tools, access, and communication. Your VA should log into all necessary platforms ([Real Estate CRM], [Marketing Tool]), review your initial Task Briefs, and start on one or two simple, well-documented tasks. Schedule a 15-minute daily check-in to answer questions.
5. Onboarding Week 2: Introduce more complex tasks and begin establishing a communication rhythm. Shift from daily check-ins to a more structured weekly review. The goal is to confirm they understand the process and can work independently.
6. First 30 Days & Cadence: By the end of the first month, your VA should be running the initial 3-5 tasks with minimal oversight. Solidify your communication cadence (e.g., async updates in Slack, a 30-minute weekly sync) and begin introducing new responsibilities.
7. QA & Feedback: Implement a simple Quality Assurance (QA) process. Review one or two completed tasks each week and provide specific, constructive feedback. Frame it as a coaching opportunity to align on quality standards.
8. Scaling the Relationship: Once your VA has mastered the initial tasks and your feedback loop is working, start delegating more complex responsibilities. This could include inbox management, client follow-up sequences, or coordinating with vendors.

Delegation Assets (Templates + Scripts)

Task Brief Template

• Goal: What is the desired outcome of this task? (e.g., "Prepare the new property at 123 Main St for listing on the MLS and Zillow.")
• Definition of Done: How will we know this task is 100% complete? (e.g., "MLS listing is live, Zillow profile is complete with all photos, and a draft social media post is saved in [Tool].")
• Inputs/Links: Links to necessary files, templates, or source information (e.g., Link to property photo folder, seller info sheet, listing template).
• Tools: Software required to complete the task (e.g., [MLS System], Zillow, Canva, [CRM Tool]).
• Constraints: Any budget, brand guidelines, or things to avoid (e.g., "Do not publish before 9 AM on Friday. Use only approved brand fonts.")
• Examples: Links to 2-3 past examples of this task done correctly.
• Deadline: When is this due?
• Escalation: Who should you ask if you get stuck? What's the best way to ask (Slack, email)?

SOP / Checklist Template: Creating a New Listing

1. Receive signed listing agreement and property details from Agent.
2. Create new property folder in Google Drive/Dropbox.
3. Upload all photos and documents to the folder.
4. Draft property description using the approved template.
5. Enter all property data into [MLS System].
6. Upload photos and arrange them in the correct order.
7. Schedule the listing to go live on the target date.
8. Create a property flyer in Canva using the standard template.
9. Schedule social media posts for Facebook and Instagram.
10. Update the client's status in [CRM Tool] to "Active Listing."
11. Send confirmation email to the Agent with links to the live listing.

Communication Cadence Template

• Daily Check-in (Async via Slack/Email):
  • What I accomplished yesterday:
  • What I'm working on today:
  • Any roadblocks or questions:
• Weekly Sync (30-min Video Call):
  • Review of KPIs and progress on key tasks.
  • Feedback on completed work from the past week.
  • Preview of priorities for the upcoming week.
  • Open floor for questions and process improvements.

What to Delegate Checklist: Real Estate Tasks

• Update and manage CRM contacts
• Schedule appointments and property showings
• Prepare listing presentations from a template
• Create and manage property listings on MLS
• Coordinate with photographers and stagers
• Design property flyers and brochures in Canva
• Schedule social media posts (Facebook, Instagram, LinkedIn)
• Manage and respond to social media comments/DMs
• Create and send email newsletters
• Set up and manage drip campaigns for leads
• Research property data and pull comps
• Prepare Comparative Market Analysis (CMA) reports
• Handle transaction coordination paperwork
• Track deadlines for contingencies and closing
• Communicate with lenders, title companies, and attorneys
• Request and gather client testimonials
• Manage calendar and schedule meetings
• Filter and organize agent's email inbox
• Book travel arrangements for conferences
• Perform data entry for expense tracking

Measurement & ROI

Suggested KPIs

• Hours Saved per Week: The primary measure of direct impact on your time.
• Task Turnaround Time: How long it takes from task assignment to completion.
• % Tasks Done Without Rework: A measure of quality and clarity of instructions.
• Backlog Size: Is your list of admin tasks growing or shrinking?
• Time-to-Independence: How long it takes for the VA to run a specific task with minimal oversight.

A Simple ROI Framing

A quick way to evaluate the return on investment (ROI) is to compare the cost of the virtual assistant services to the value of the time you get back.
(Hours Saved Per Month × Your Hourly Value) – Monthly VA Cost = Monthly ROI
For example, if your time is worth $150/hour and your VA saves you 20 hours a month, that's $3,000 in reclaimed value. This framework helps justify the expense as an investment in growth, not just a cost.

30-Day Scorecard Checklist

• Has the VA successfully taken over at least 3 core tasks?
• Is the VA meeting agreed-upon turnaround times?
• Is communication clear and consistent (daily/weekly check-ins)?
• Has the need for rework or corrections decreased since Week 1?
• Do you feel more confident delegating new tasks?
• Have you saved at least 5-10 hours per week?
• Has the VA been proactive in asking clarifying questions?

FAQs

What tasks should I delegate first?
Start with repetitive, time-consuming tasks that have a clear process. Good examples include updating your CRM, scheduling social media posts from a content calendar, preparing listing materials using a template, and managing your calendar.

How do I give access securely?
Use a password manager (like LastPass or 1Password) to share access to accounts without revealing the actual passwords. Always follow the principle of least privilege, granting only the minimum access required for a task, and use separate logins whenever possible.

What’s the difference between a virtual assistant and an executive assistant?
A Virtual Assistant (VA) typically handles a broader range of administrative, technical, or creative tasks remotely for multiple clients. A remote Executive Assistant (EA) usually works for one executive or leader, focusing on more strategic support like managing complex calendars, preparing for meetings, and acting as a gatekeeper.

Dedicated VA vs pooled team—what’s better?
A dedicated VA learns your business, preferences, and processes, becoming a true integrated team member. A pooled team can offer broader skill coverage and 24/7 availability but lacks the context and personal investment of a dedicated assistant. For most founders and small business operators, a dedicated VA provides better long-term value.

How does onboarding work and how long does it take?
A typical onboarding takes 2-4 weeks. The first week focuses on systems access and learning core tools. By the end of the first 30 days, your VA should be managing their initial set of tasks independently, freeing up your time. Match My Assistant provides a structured onboarding process to ensure this happens smoothly.

What happens if my assistant is unavailable?
With a managed virtual assistant agency like Match My Assistant, there is a plan for continuity. If your primary assistant is sick or on vacation, we can often provide a backup assistant to ensure your critical tasks are still covered, which is a key advantage over hiring a solo freelancer.

Is a VA better than hiring in-house for my situation?
A VA is often better for roles that don't require a 40-hour-per-week, in-person presence. It offers more flexibility and lower overhead (no benefits, office space, or payroll taxes). Hiring in-house is better when the role requires significant in-person collaboration or handling of physical materials.

1. Match My Assistant

Match My Assistant operates as a managed virtual assistant agency, offering a compelling alternative to traditional freelance marketplaces for those seeking high-quality real estate virtual assistant jobs. Instead of competing in a crowded bidding environment, VAs are vetted and then personally matched with clients based on skills, industry context, and work style. This model is built for long-term, stable engagements where developing deep operational knowledge of a client’s business is key. Our satisfaction guarantee provides a trust signal for clients looking for dependable support.

The agency’s core strength lies in its "systems-first" approach. We don't just place an assistant; we help clients delegate routine and specialized tasks through vetted support and a clear onboarding process. This ensures that tasks like transaction coordination, CRM management, or marketing outreach are performed consistently, getting work off your plate without the churn of random freelancers. For virtual assistants, this structure provides clear expectations and a framework for success, leading to more rewarding and less chaotic work relationships. Learn more about how how our matching process works.

Task Examples for a Real Estate VA

• Administrative: Managing agent calendars, scheduling property showings, filtering emails, and updating client information in a CRM like Follow Up Boss.
• Marketing: Scheduling social media posts for new listings, creating property flyers in Canva, and managing email newsletter campaigns.
• Transaction Coordination: Preparing and sending documents for signature via Dotloop, tracking contract deadlines, and communicating with lenders and title companies.
• Lead Management: Following up with online leads, qualifying potential clients, and setting appointments for agents.

2. Upwork

As the world’s largest freelance marketplace, Upwork offers an unparalleled talent pool for those seeking real estate virtual assistant jobs on a flexible basis. It functions as a massive, open directory where VAs create detailed profiles and real estate agents post specific jobs, from one-off tasks to ongoing contracts. You can find assistants for nearly any niche, whether it's managing a real estate CRM, preparing CMAs, or handling social media marketing. The platform’s strength lies in its sheer volume and transparency.

The user experience is straightforward: post a job with your specific requirements, and proposals from interested VAs will start arriving, often within hours. You can review profiles that showcase work history, client feedback, and specific skills. This direct-access model is ideal for building a bench of specialized freelancers you can call on as needed. However, the responsibility for vetting, interviewing, onboarding, and managing the VA falls entirely on you. While Upwork provides tools like time tracking and escrow payments for security, the quality of talent can vary significantly. Finding the right fit requires a structured hiring process, a topic thoroughly covered in guides about how to hire a virtual assistant on platforms like Upwork.

3. Fiverr

Fiverr stands out in the marketplace by offering real estate virtual assistant jobs structured as fixed-price “gigs.” Instead of posting a job and waiting for proposals, real estate professionals can browse and purchase pre-defined service packages for specific tasks. This model is exceptionally well-suited for one-off projects or for testing a VA’s capabilities on a small scale, such as creating a lead list, performing MLS data entry for a batch of properties, or designing a single property flyer. The platform's strength lies in its speed, transparency, and low-commitment entry point.

The user experience is similar to online shopping: you search for a service, review the seller’s gig page which details scope, price, and delivery time, and then place an order. This task-based approach is perfect for agents who need narrowly scoped support without committing to an ongoing contract. You can find gigs for everything from property management support to cold calling. However, this gig structure can make it challenging to build a long-term, integrated relationship with a VA. The quality and professionalism vary widely between sellers, so carefully vetting reviews and past work is crucial.

4. LinkedIn Jobs

As the world's premier professional networking site, LinkedIn Jobs has become a powerhouse for sourcing real estate virtual assistant jobs, especially for those seeking long-term, integrated roles. Unlike freelance marketplaces, LinkedIn focuses on direct employment or contract opportunities with established real estate teams, brokerages, and property management firms. Its platform is less about short-term gigs and more about finding a professional home where you can grow, offering insights into company culture, team members, and career progression paths.

The user experience is built around your professional profile, which acts as a dynamic resume. You can set up job alerts for specific roles like "real estate administrative assistant" or "transaction coordinator" and receive notifications for new postings. A key advantage is the ability to see mutual connections and gain insights into the hiring manager or company, creating a warmer application process. However, because employers often post traditional in-office or hybrid roles, you must carefully filter for "remote" positions. The competition can also be intense, requiring a polished profile and a strategic approach to stand out.

5. Indeed

As one of the world's largest job boards, Indeed serves as a high-volume source for finding real estate virtual assistant jobs directly with brokerages, teams, and individual agents. Unlike freelance marketplaces, Indeed primarily lists traditional employment openings, including full-time, part-time, and contract roles. VAs can discover a wide variety of positions such as transaction coordinator, listing manager, or real estate administrative assistant, many of which are now remote-friendly. The platform’s key advantage is its sheer scale and the direct-hire nature of its listings.

The user experience is built for efficiency. You can create a profile, upload your resume, and set up daily job alerts for specific keywords and locations, including "remote." Applying is often streamlined through Indeed's platform, making it possible to apply to multiple openings quickly. However, this volume comes with a trade-off. The quality and legitimacy of postings can vary, and VAs must carefully vet each opportunity. It’s common to find roles labeled "virtual" that are actually hybrid or require occasional on-site presence, demanding close attention to job descriptions.

6. OnlineJobs.ph

For real estate professionals looking to hire directly and build long-term relationships, OnlineJobs.ph is the leading marketplace for sourcing talent from the Philippines. It stands out by focusing on full-time, dedicated roles rather than short-term freelance gigs, making it ideal for finding a VA to deeply integrate into your team. The platform is especially valuable for accessing a talent pool familiar with U.S. real estate processes, from lead generation and cold calling to transaction coordination support, often at highly competitive rates.

The direct-hire model means you post a job, review applications from a large pool of candidates, and manage the relationship yourself. This approach gives you full control over hiring, training, and payroll without a middleman agency. While this requires more hands-on management, the trade-off is often a more cost-effective and loyal team member. The platform facilitates direct communication and includes features like candidate ID verification and an optional time-tracking tool called TimeProof to ensure accountability for hourly work. This makes it a popular place to find outsourced admin support, but be prepared for the extra management overhead.

7. MyOutDesk

For real estate professionals who prefer a managed service over direct hiring, MyOutDesk stands out as a dedicated virtual assistant agency. With nearly two decades of experience, it specializes in providing pre-vetted, trained assistants for roles like administrative support, marketing coordination, and inside sales (ISA). Unlike freelance marketplaces, MyOutDesk handles the entire recruitment, background check, and initial training process, presenting you with qualified candidates matched to your specific needs. This model is designed to significantly reduce the hiring and management burden for busy agents and teams.

The user experience involves a consultation to define your requirements, after which MyOutDesk matches you with a suitable VA. The company provides ongoing quality assurance, performance monitoring, and continuity of service, meaning if your primary assistant is unavailable, they can provide a backup. This approach is ideal for those seeking a long-term, integrated team member without the overhead of direct employment. While the total cost is higher than hiring a freelancer directly, the value comes from the time saved on vetting and management. To understand if this model fits your needs, you can explore the benefits of virtual assistants provided through a managed service.

8. Virtudesk

Virtudesk offers a managed service model specifically tailored for the real estate industry, making it a strong choice for agents and teams looking for pre-trained virtual assistants. Rather than an open marketplace, Virtudesk provides dedicated VAs for specialized roles like administrative tasks, inside sales (ISA), and transaction coordination. Their model is built around providing a ready-to-deploy assistant, which helps reduce the time agents spend on sourcing, vetting, and initial training for industry-specific processes and tools.

The company’s structure simplifies the hiring process by offering clear, service-based pricing tiers for part-time (20 hours/week) or full-time (40 hours/week) support. Each client is assigned a dedicated VA and a team manager who oversees performance and provides an additional layer of accountability. This managed approach is ideal for professionals who want to delegate oversight and focus on core business activities. However, this model comes with a three-month minimum commitment and a setup fee, making it less suitable for one-off projects. While roles are specialized, this can also mean less flexibility for cross-tasking between different functional areas like marketing and transaction support.

9. Rocket Station

Rocket Station moves beyond simple task delegation, positioning itself as a strategic partner for scaling real estate teams. This U.S.-based provider is known for combining dedicated offshore teammates with robust process mapping and ongoing performance management. It’s an ideal solution for businesses that want a fully integrated team member backed by documented workflows and oversight, rather than just purchasing a block of hours. This approach is built for teams looking for sustainable growth and operational efficiency.

The company’s unique value lies in its structured onboarding process, which includes creating Standard Operating Procedures (SOPs) for the client’s key tasks. This ensures consistency and makes it easier to scale or add new assistants later. Rocket Station is ISO 27001/9001 certified, providing a high level of operational security and quality assurance. While this comprehensive, managed service is powerful, it’s primarily designed for full-time roles and involves a one-time process mapping fee. This upfront investment in systems may not suit individuals or agents with very small or intermittent workloads.

10. ShoreAgents

ShoreAgents operates as a dedicated staffing firm, focusing exclusively on connecting U.S. real estate professionals with full-time, office-based virtual assistants in the Philippines. This model differs from freelance marketplaces by offering long-term, integrated team members rather than project-based contractors. The company manages recruitment, provides office infrastructure, and handles ongoing support, allowing agents to focus on training their VA for specific roles like lead management, transaction coordination, or marketing. Their approach is built for stability and operational consistency.

The primary advantage of ShoreAgents is the robust operational framework they provide. Each VA works from a professional office environment with backup power, redundant internet, and on-site technical support, mitigating common risks associated with remote work. This setup provides a reliable foundation for those seeking dependable real estate virtual assistant jobs and for clients who need consistent uptime. While the client is still responsible for day-to-day task management and workflow integration, ShoreAgents handles the HR and logistical overhead, creating a more streamlined path to building a dedicated offshore team. This full-time focus, however, means it is not a suitable option for those needing only part-time or short-term assistance.

11. REVA Global

REVA Global operates as a specialized agency dedicated exclusively to the real estate industry, offering a managed service rather than a simple freelance marketplace. This platform is ideal for agents and teams who need trained real estate virtual assistant jobs filled without undertaking the hiring and management burden themselves. They provide assistants pre-trained in roles like transaction coordination, ISA/lead generation, marketing, and property management support, ensuring a baseline of industry-specific knowledge from day one. The core value proposition is the reduction of operational overhead for the client.

The client experience is structured and hands-on. Each client is paired with a Client Services Manager who oversees the VA’s performance, manages daily reporting, and serves as a single point of contact. This managed model contrasts sharply with open marketplaces, as it handles the administrative layer of VA management, including time tracking and performance reviews. While this approach offers significant time savings and quality control, it comes with a commitment, typically starting at a minimum of 20 hours per week. This makes it less suitable for one-off tasks but perfect for those looking to integrate a long-term, specialized team member. If you want a better understanding of what to delegate, consider these 10 things to outsource to a virtual assistant to maximize the relationship.

12. Transactly

For those seeking to specialize in one of the most in-demand real estate virtual assistant jobs, Transactly offers a focused platform dedicated entirely to transaction coordination. It operates as a high-end service, connecting licensed agents, teams, and brokerages with pre-vetted, U.S.-based transaction coordinators (TCs) on a pay-per-transaction basis. This model is built for VAs who want to master the contract-to-close process and work within a structured, tech-enabled environment.

Unlike general freelance marketplaces, Transactly isn't for finding general administrative or marketing VAs. Its strength lies in its niche focus and quality control. Coordinators use the company's proprietary platform to manage checklists, documents, and communication for each deal, ensuring a consistent and professional workflow. For agents, this provides a scalable way to delegate up to 90% of closing tasks without the overhead of hiring a full-time employee. For VAs, it offers a steady stream of specialized work and removes the need to build an entire TC business from scratch.

Top 12 Real Estate Virtual Assistant Platforms Comparison

Provider	Core offerings	Quality & UX	Value & Pricing	Best for (👥)	Unique selling point (✨)
🏆 Match My Assistant	Exec/admin, ops, biz‑dev, marketing, bookkeeping	★★★★☆ — Managed onboarding & continuity	💰 Custom quotes; retainer or scalable	👥 Founders, execs, growing teams	✨ Personalized matching, SOPs & long‑term continuity
Upwork	Freelance talent for hourly/fixed RE tasks	★★★☆☆ — Marketplace tools; variable quality	💰 Variable rates; transparent profiles	👥 Short‑term hires, flexible projects	✨ Massive talent pool + time tracking
Fiverr	Fixed‑price gigs for discrete RE tasks	★★★☆☆ — Clear gigs; quality varies by seller	💰 Low‑cost trials; package pricing	👥 Task-based trials, one‑off deliverables	✨ Fast starts with defined scopes
LinkedIn Jobs	Job board for FT/contract RE roles	★★★★☆ — Professional profiles & networking	💰 Pay-per-post; employer tools	👥 Hiring for long‑term W2/contract roles	✨ Employer credibility & mutual connections
Indeed	Broad job listings including remote/hybrid	★★★☆☆ — High volume; mixed quality	💰 Pay-per-post; wide reach	👥 Employers seeking volume & quick applicants	✨ Large job volume & daily alerts
OnlineJobs.ph	Direct hires from PH for RE VA roles	★★★☆☆ — Cost-effective; employer-managed	💰 Low monthly rates; direct hire model	👥 Teams wanting long‑term, budget hires	✨ Large PH talent pool with RE exposure
MyOutDesk	Managed VA agency specializing in RE	★★★★☆ — Vetted assistants + QA	💰 Higher than freelancing; managed pricing	👥 Teams wanting agency-managed full‑time VAs	✨ Longstanding RE focus & performance monitoring
Virtudesk	Packages (20/40 hrs), VA + manager, VoIP	★★★★☆ — Clear packages; part‑time option	💰 Transparent packages; setup fee & min term	👥 Teams needing part-/full‑time roles	✨ Dedicated manager + included VoIP
Rocket Station	Dedicated offshore teammates + process mapping	★★★★☆ — SOPs, ISO-certified ops	💰 Upfront mapping fee; scalable monthly cost	👥 Teams wanting process-led outsourcing	✨ ISO 27001/9001 + ongoing process development
ShoreAgents	Hosted PH VAs with office infra & QA	★★★★☆ — Stable infra & QA	💰 Lower annualized cost vs US hires	👥 Teams seeking hosted, dedicated VAs	✨ Office-hosted staff, backup power & support
REVA Global	RE-only VA training, TC, ISA, PM, marketing	★★★★☆ — Structured training & CSMs	💰 Managed pricing; min 20 hrs/wk	👥 RE teams needing trained VA support	✨ 4‑week RE training + daily SOD/EOD reports
Transactly	Transaction coordinators + workflow platform	★★★★☆ — No-Close guarantee; TC expertise	💰 Pay-per-transaction pricing	👥 Agents/teams needing contract‑to‑close TCs	✨ Contract-to-close specialization and checklists

Ready to find a reliable partner to handle routine and specialized tasks? You can explore our plans and pricing options or talk to our team to find a vetted assistant who can step in and start adding value right away. We offer flexible support options to match your specific business needs.