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Real Estate Virtual Assistant Services for Agents & Brokers

Cold callers who book appointments, transaction coordinators who protect closings, and administrative support that keeps the pipeline honest: recruited for the role and managed for you.

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Matched in 7-14 DaysTwo-Week Replacement Guarantee
Real estate businesses
500+
US Businesses Scaled
98%
Of Applicants Turned Away
$9M+
Closed With Our Cold-Calling Scripts
7-14
Days From Call to a Matched Assistant

Five Roles, One Transaction Lifecycle

Real estate is the vertical we started in, and it suits virtual support because the work divides cleanly. A transaction has identifiable stages, each stage has identifiable administrative load, and almost none of that load requires a license or a physical presence.

  • Lead generation, sourcing, enrichment, and first touch, built around speed to lead
  • Inside sales, live conversations, objection handling, appointments people turn up to
  • Transaction coordination, deadlines, disclosures, and the contingency dates that cost you deals
  • Listing and marketing, preparation, syndication, and collateral that goes out on time
  • Administration, CRM hygiene, scheduling, and the follow-up that otherwise never happens
One managed bench covers all three stages, from the first dial to a funded file.

Specialists Built For Your Pipeline

Pipeline 5

  • Cold caller / ISA
  • Lead generation
  • Appointment setter
  • Follow-up specialist
  • Acquisition support

Transaction 5

  • Transaction coordinator
  • Compliance checklists
  • Document chasing
  • Deadline tracking
  • Closing coordination

Listings & Admin 5

  • Listing preparation
  • Syndication & MLS
  • CRM hygiene
  • Scheduling
  • Owner reporting

Investor Support 5

  • Skip tracing
  • Comps & underwriting prep
  • Disposition outreach
  • Buyer list management
  • Offer follow-up

The Work Is Process, the Judgment Stays Yours

An agent losing deals to slow follow-up has a different problem from an agent losing deals after contract, and they need different people. What every one of these roles has in common is that the work is repeatable and the decisions remain with you.

  • Every assistant already knows the tools, so week one is your process rather than the basics
  • A dedicated account manager owns the standard of the work, so oversight is not another job for you
  • Licensed activity, negotiating, advising, showing, never transfers
  • Scope, approval limits, and escalation are written down before day one

Which Role Fits Which Problem

Hire against where deals are lost rather than against what annoys you most. The middle column is the symptom you would recognize in your own week.

RoleYou would recognize thisWhat it protects
Lead generationLeads sit for hours before anyone respondsConversion you already paid for
Inside sales agentPlenty of leads, no hours to call themAppointments that actually happen
Transaction coordinatorFiles slip once you are under contractRevenue you have already earned
Listing & marketingListings go live late or look inconsistentFirst impressions and placement
General administrationNothing is broken, everything takes longerYour selling hours

Two Digital Employees fit next to these roles. A Speed-to-Lead Responder watches your forms and inbox, replies within your rules and books the call, and Real Estate Lead Follow-up replies to portal leads by email, qualifies them and books the showing. Your ISA or cold caller takes the live conversations, and licensed work stays with you. See how a hybrid team splits the pipeline, or meet the Digital Employees.

From First Call To a Working Assistant In Under Two Weeks

Under two weeks, and you approve the match before it starts.

STEP 01

Discovery Call

We map where your week actually goes and which role fits, including when the honest answer is not yet.

Day 1
STEP 02

Match & Onboard

We recruit against your scope and your stack, so the person who arrives is ready for your process.

Days 2-10
STEP 03

Approve & We Manage

Meet your assistant, approve, and a dedicated account manager keeps the standard from week one.

Days 10-14

Real Owners. In Their Own Words.

Operators who scaled with our assistants.

★★★★★

"We have 4 cold callers… It has been amazing for our team, our cold callers are excited about HireTrainVA, and we have more time to run our business."

Alexis A.
Alexis A.
Coastal Mountain Home Buyers
★★★★★

"I've used Val's system for the last 6 months. She's helped my VAs get better at scripts and provides training and coaching, so they're more stable and give a higher level of production."

Therese A.
Therese A.
Coastal Mountain Home Buyers
★★★★★

"We were having no luck hiring on our own and getting good candidates for about a month. I'm with my new VA from HireTrainVA now, and I cannot be happier."

Jon L.
Jon L.
American Home Acquisitions

The Real-Estate Playbooks

What Real Estate Virtual Assistants Actually Do

The five roles, what each owns, and which one to hire first.

The Transaction Coordinator Guide

Contract to close, what it costs, and how it compares with an in-house hire.

Lead Generation and Speed To Lead

Why response time beats buying more leads, and who should own your top of funnel.

What Agents Ask Us Most

Q1Do Real Estate Virtual Assistants Need a License?
Not for administration, coordination, marketing production, or scheduling. Negotiating, advising on a transaction, and showing property generally require one. Rules vary by state, and your brokerage policy may be stricter than state law: check both before writing the role description.
Q2Which Role Should I Hire First?
Hire against where you're losing the most deals or hours, not against what annoys you most. If leads sit unanswered, start with lead generation or an inside sales agent. If files slip after contract, start with a transaction coordinator. Your discovery call is built to help you find that answer.
Q3How Quickly Can Someone Start?
Most clients go from discovery call to a working assistant in 7 to 14 days: day 1 is the discovery call, days 2 to 10 cover matching to your role and stack, and days 10 to 14 are onboarding with your account manager.
Q4What Happens If the Match Is Wrong?
You're covered by a two-week replacement guarantee. If the fit isn't right after your assistant starts, we re-match at no additional cost: no lengthy renegotiation, no starting the search over from scratch.
Q5How Much Does a Real Estate Virtual Assistant Cost?
Cost depends on the role and hours you need, a part-time cold caller or ISA costs less than a full-time transaction coordinator. We'll give you an exact number on your discovery call once we know which role fits your pipeline.
Q6Can a Virtual Assistant Use Our CRM and Dialer?
Yes. We match your assistant to the CRM and dialer you already use, Follow Up Boss, kvCORE, REISimple, and most other common platforms, so there's no tool switch on your end.
Q7Do You Provide Virtual Assistants for Real Estate Investors, Not Just Agents?
Yes. Alongside agent-focused roles like ISAs and transaction coordinators, we place investor-support specialists who handle skip tracing, comps, disposition outreach, and buyer-list management.
Q8Can We Start With Just a Few Hours a Week?
Yes. Many clients start part-time on one role, often lead follow-up or admin, and add hours or roles as the pipeline grows. There's no minimum commitment that locks you into full-time from day one.

Build the Team That Closes More Deals.

Tell us where your week goes and we will tell you which role fits, including when the honest answer is not yet.

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45-minute discovery call · No obligation · Typically matched in 7-14 days