Industry Specialization
Real Estate Virtual Assistant Services
Real estate is a relationship business that runs on precision timing. Missed follow-ups, delayed listing updates, and unmanaged CRMs cost agents and brokerages real money every week. A dedicated real estate VA from The Human Capital works inside your systems — MLS, Chime, Follow Up Boss, or GoHighLevel — to ensure every lead is followed up, every transaction stays on track, and every listing has the marketing support it needs to sell.
What Your VA Handles
8 ways a dedicated real estate VA transforms your operation.
MLS Listing Management and Updates
Your VA manages your full MLS presence from day one. They update listing prices and status changes the moment they happen, add new photography and virtual tours, write and refine listing descriptions, and ensure your properties are synced accurately across syndication platforms including Zillow, Realtor.com, Redfin, and any local portals relevant to your market. Before a listing appointment, they pull comparable sales and prepare a market analysis summary so you arrive with everything you need. After a price reduction or status change, they update every platform within the hour — not at end of day when other agents have already moved. The market moves quickly; your listing data should too.
Transaction Coordination and Deadline Tracking
Real estate transactions fail at the deadline. A missed inspection period, a delayed earnest money deposit, a forgotten financing contingency — each one costs you a deal or exposes you to liability. Your VA owns the full transaction timeline from executed contract to closing day, building a master deadline tracker the moment a contract is signed. They coordinate with title companies, lenders, inspectors, and appraisers to keep every party moving on schedule. They send advance deadline alerts to all parties, draft status updates for buyers and sellers, and flag any at-risk milestones before they become problems. You close more deals and sleep better knowing nothing is falling through the cracks.
Lead Follow-Up and CRM Management
The National Association of Realtors data consistently shows that the first agent to follow up with a lead wins the listing the majority of the time — yet most agents follow up with fewer than half their inbound leads within the first 24 hours. Your VA changes this. They monitor your CRM — whether that is Chime, Follow Up Boss, GoHighLevel, or another platform — and ensure every new lead receives a personalized follow-up within minutes of entering your pipeline. They run drip campaigns, schedule call reminders, update deal stages after each interaction, and keep your database clean and current. Your conversion rate is a direct function of your follow-up system, and your VA is that system.
Open House Scheduling and Coordination
Open houses require more logistics than most agents account for: selecting dates in coordination with seller schedules, creating and distributing marketing materials, coordinating with the listing platform, registering visitors, and managing post-open-house follow-up with every attendee. Your VA handles all of it. They create the event listings, design and schedule social media promotional posts in the days leading up to the open house, prepare sign-in sheets and digital registration, and then execute the post-event follow-up sequence the same day — reaching out while the property is still fresh in every visitor's mind. The goal is a seamless open house experience for sellers and a complete lead capture and follow-up system for you.
Listing Photography and Marketing Coordination
Great listings need great marketing materials, and marketing materials need to be produced fast. Your VA schedules photography appointments with your preferred vendors, confirms timing with sellers, and follows up immediately after the shoot to ensure files are delivered, edited, and ready for your review. They then build out the full marketing package: uploading photos to the MLS, creating social media content for each listing, drafting email announcements to your database, designing property flyers in Canva, and scheduling a social media launch campaign the day the listing goes live. Every new listing arrives on the market with a complete marketing presence — not a placeholder with "photos coming soon."
Contract Preparation and Document Management
The administrative burden of real estate documentation is enormous: offer letters, counteroffers, addenda, disclosure packages, inspection reports, repair requests, and closing documents all flowing in and out of multiple transactions simultaneously. Your VA manages this document flow with precision. They prepare standard contracts and forms from your approved templates, format offers for presentation, organize disclosure packages, manage e-signature workflows through DocuSign or DotLoop, and maintain a clean, organized file for every active transaction. Attorneys and title companies consistently remark on the quality of documentation from well-administered real estate practices — and that quality reflects directly on your professional reputation.
Buyer and Seller Communication Management
Clients in the middle of a real estate transaction are anxious, and silence from their agent compounds that anxiety. Your VA manages the communication layer that keeps clients informed without consuming your time. They respond to routine status inquiries, send proactive update messages at each milestone, coordinate showing feedback for sellers, and maintain the cadence of professional communication that top agents are known for but rarely have time to deliver consistently. Every communication follows your templates and tone, goes through your approved channels, and is logged in your transaction management system — so you always have a complete record and your clients always feel attended to.
Market Analysis Report Preparation
Winning listings requires arriving at the appointment prepared with data that demonstrates your expertise and market knowledge. Your VA prepares Comparative Market Analysis (CMA) reports, neighborhood market trend summaries, days-on-market analyses, and price-per-square-foot benchmarks before every listing appointment. They pull the relevant data from your MLS, format it to your presentation standards, and have the complete package ready for your review before you walk in the door. For buyers, they prepare neighborhood reports, school district summaries, and commute analyses for properties of interest. You show up to every client meeting as the most prepared agent in the room — consistently.
Industry-Specific Tools
Your VA is already trained on your platform.
Chime CRM
AI-powered real estate CRM for lead management, pipeline tracking, and automated follow-up sequences. Your VA manages Smart Plans, imports leads, and maintains pipeline hygiene.
Follow Up Boss
Industry-leading real estate CRM used by top teams and brokerages. Your VA manages tags, pipelines, activity feeds, and multi-channel follow-up sequences.
GoHighLevel
All-in-one CRM, pipeline, and marketing automation platform. Your VA builds funnels, manages automations, and runs reputation management workflows for your listings.
MLS / RETS Platforms
Your VA is trained on the major MLS platforms to manage listings, pull comps, update status, and sync data across syndication networks. Regional MLS training available.
Dotloop & DocuSign
Transaction and e-signature management platforms. Your VA creates loops, routes documents for signature, tracks completion status, and archives executed agreements.
Canva for Real Estate
Professional listing marketing: property flyers, social media content, email templates, and open house materials — all produced to your brand standards.
Compliance & Professional Standards
Your VA operates within the professional and legal standards of real estate practice.
Real estate practice is governed by a web of federal, state, and local regulations that a VA must understand to be effective and safe. The Fair Housing Act prohibits discrimination in housing transactions based on race, color, national origin, religion, sex, familial status, or disability — and any communication, marketing, or targeting a VA handles on your behalf must comply with these requirements without exception. THC real estate VAs are briefed on Fair Housing requirements and do not take actions that could expose your practice to liability.
Client data in real estate is sensitive: financial information, social security numbers for mortgage processing, home addresses, and personal circumstances. Every THC engagement begins with a signed NDA. VAs are background-checked through Checkr before placement, operate on secure, encrypted communication channels, and handle client data according to CCPA and GDPR requirements depending on your client base. We follow the minimum-necessary principle: your VA accesses only the data required to complete their specific tasks.
Real estate VAs at THC are trained to recognize the distinction between administrative support (which they provide) and the provision of real estate advice (which requires a license). They prepare materials for your review, execute tasks you authorize, and communicate on your behalf under your supervision — but they do not provide pricing recommendations, negotiate on your behalf without explicit direction, or make representations about properties that cross into licensed activity. This protects you and keeps your practice within the boundaries of proper professional conduct.
Client Story
Real estate team: 90% of marketing handled by a single dedicated VA.
Challenge
A four-agent real estate team in a high-growth market had no consistent digital marketing presence, inconsistent lead follow-up, and agents spending nearly 40% of their time on administrative tasks — scheduling, listing updates, email, and paperwork — instead of showing homes and closing deals. Their social media was sporadically active. Email marketing to past clients had never happened. The pipeline was full of cold leads that nobody had time to nurture.
Solution
The Human Capital matched the team with a dedicated real estate VA trained in GoHighLevel and the team's existing transaction workflow. The VA took over the complete marketing function: building a content calendar, managing daily social media, launching weekly email campaigns to the past-client database, coordinating listing marketing packages for every new property, and managing lead follow-up inside GoHighLevel. Transaction coordination and administrative tasks were added in month two as the relationship deepened.
Result
Within six months, 90% of all marketing was handled by the VA. Daily social media posts became the norm. Weekly email campaigns to past clients drove three referral transactions in the first quarter. Agents reclaimed three or more hours per day to focus on showings and negotiations. Pipeline size grew 40% as consistent follow-up converted previously cold leads. The team added one new agent using the operational capacity created by the VA.
90%
Marketing handled by VA
40%
Pipeline growth in 6 months
3+
Agent hours saved daily
Daily
Social media presence (was sporadic)
Cost Comparison
What real estate support really costs.
| Option | Monthly Cost | What You Get |
|---|---|---|
| Local Transaction Coordinator | $4,500–$6,000 | Salary + benefits + office + limited scope (TC only, no marketing, no CRM, no admin) |
| Freelancer (Upwork / Fiverr) | $1,200–$2,500 | No vetting, no backup, no real estate training, high turnover risk |
| The Human Capital | $700–$1,300 | Dedicated VA + real estate training + CRM management + marketing + TC support + Client Manager + backup coverage |
All invoicing is in USD. Month-to-month — no long-term contract required.
Frequently Asked Questions
Real estate VA — common questions.
Does my real estate VA understand MLS systems?
Yes. THC real estate VAs are trained in your specific MLS platform plus Chime, Follow Up Boss, and GoHighLevel. They manage listings, update status, pull comps, and coordinate data across syndication platforms like Zillow and Realtor.com.
Can my VA handle transaction coordination from contract to close?
Absolutely. Real estate VAs trained by THC manage the full transaction timeline — from executed contract through closing — tracking all contingency deadlines, coordinating with title companies, lenders, and inspectors, and keeping all parties informed throughout.
Is my client data safe with a remote VA?
Yes. Every THC engagement begins with a signed NDA. VAs are background-checked through Checkr and operate under strict data handling protocols. We follow GDPR and CCPA guidelines for client data protection.
What if my VA needs to call leads directly?
Many real estate VAs handle cold calling and lead nurturing calls. We can set your VA up with your VOIP system or use tools like JustCall, Ring.io, or Dialpad to call on your behalf with full call logging in your CRM.
Get Your Real Estate VA in 48 Hours
Tell us about your team, your CRM, and your biggest administrative bottleneck. We'll match you with a dedicated, real-estate-trained VA within 48 hours. Month-to-month. Cancel anytime.
Available In These Regions
Real estate VA services by city.
United Kingdom
Middle East
Australia & New Zealand