How to Hire a Real Estate Assistant
A real estate assistant performs "low payoff" tasks, such as general office management, word processing, scheduling, taking messages and providing general information to customers. The real estate agent can then concentrate on finding new clients, selling homes and earning commissions. According to the National Association of Realtors, 14 percent of real estate agents used at least one personal assistant in 2009.
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Instructions
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Start the hiring process during slow periods (e.g., winter, if you live in an area with harsh weather), or you won't have adequate time to hire and train a new assistant. Do not put off hiring an assistant because, if volume suddenly increases, customer service may suffer.
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Conduct a needs analysis. Decide if you need a licensed or unlicensed assistant. Unlike an unlicensed assistant, a licensed assistant may be able to show houses and complete legal forms in your absence. Check with your broker or local real estate board regarding regulations for unlicensed assistants in your area. Decide whether you want a part-time or full-time assistant. A part-time or virtual assistant can fill in during busy periods, and you won't have the overhead costs associated with a full-time employee. A virtual assistant works from home but does all the things (e.g., answering phone calls, scheduling) an office assistant would do. You'll probably need a full-time assistant if you're the owner of a particularly busy real estate agency.
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Prepare a job description. The ideal candidate obviously has to be dependable and trustworthy, but he should also complement your skills. For example, if you're not keen on bookkeeping or preparing year-end business tax forms, perhaps you should identify accounting experience as one of the job requirements. The ideal candidate will also need to have good office skills such as word processing, taking telephone messages and helping with paperwork.
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Advertise in newspapers and online job boards. Contact a placement agency if you're hiring a part-time assistant. Review the incoming resumes. Prepare a short list of four or five of the most qualified candidates. Decide on a general list of areas to explore with the short-listed candidates.
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Conduct interviews. Ask for references. Offer the job to your top choice after you contact the references. Call the successful candidate and offer her the job. Answer any questions she may have and agree on a mutually acceptable start date. Let her know that you'll be sending her a formal offer letter. Thank the unsuccessful short-listed candidates for participating in the process. If you're hiring the assistant for a brokerage office, introduce the new assistant to the team members.
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Start the orientation and training process. Set measurable goals for your new assistant, such as proper scheduling of home showings, accurately logging telephone calls, making follow-up calls to client prospects and preparing welcome packages for open houses. Evaluate his progress periodically and discuss areas that need improving.
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Tips & Warnings
Managing employees takes skill and experience. Evaluate your own managerial skills before you hire an assistant (see Resources). In addition, check with the broker you're affiliated with regarding company guidelines for hiring assistants.
References
- National Association of Realtors: Field Guide to Personal Assistants; April 2010
- Real Estate Champions: When Should I Hire an Assistant?
- Randy Roussie: Hiring An Assistant, Helpful Tips, When To Hire, & More!
- Real Town: Dear Coach: How Can I Hire a Real Estate Assistant? Stuart Kaufman; Oct. 3, 2007
- Real Estate Internet Marketing: Your Own Real Estate Virtual Assistant --- A Much Better Solution than Hiring!
- Realty Times: How To Recruit The Right Assistant: Allen Hainge; May 11, 2001
Resources
- Photo Credit Jupiterimages/Comstock/Getty Images
