For agents and brokerage teams

Real estate virtual assistants

Put your attention on the client conversation. Your real estate virtual assistant keeps appointments, follow-up and paperwork moving around it. Knows The Drill recruits and prepares your assistant for real estate work and your agreed responsibilities before handing them over to your team.

Find your assistant

Your next appointment should not leave a trail of unfinished admin.

An inquiry arrives while you are with a seller. A showing changes, a photographer needs confirmation, and someone is waiting for a document. Keeping the next step clear takes attention you also need for clients.

Start with repeatable work: recording inquiries, confirming appointments and following up on open items. Your brokerage's instructions determine what gets sent, what needs review and when the assistant brings you in.

The work to hand off

Give the next step a clear owner.

Organize client follow-up

Using your inquiry sources and contact rules, an assistant can record new requests, update contact details and prepare follow-up from approved wording. Questions needing an agent's judgment go back to you with the original message and a clear note about what is waiting.

What you get back: A follow-up list with owners and next actions

Coordinate the appointment calendar

Provide availability, travel buffers and the person responsible for property access. Your assistant can coordinate consultations, showing logistics and vendor appointments, send confirmations and flag conflicts. Changes are reflected in the shared calendar so you can see what is confirmed and what remains tentative.

What you get back: A calendar with confirmations and unresolved scheduling details

Prepare listing materials

Give your assistant an approved checklist for photos, property facts and other listing materials. They can collect files, keep versions organized and identify missing inputs. Draft updates come back to the designated agent for review before publication or any change to listing information.

What you get back: An organized listing folder ready for agent review

Track outstanding paperwork

An assistant can maintain the checklist and dates supplied by your team, request approved documents and record responses. An unanswered request is returned with its history, responsible contact and next action. Your agent or transaction specialist determines requirements and confirms when the item is complete.

What you get back: A current checklist of documents and open requests

Illustrative workflow

From inquiry to an informed agent handoff

Use this suggested workflow to decide who handles each step between a new inquiry and the agent's next conversation.

An inquiry arrives

Assistant preparesRecord the source, contact information and question in the agreed location.

Your team decidesWhich agent owns the inquiry and what response is appropriate.

A next step is assigned

Assistant preparesPrepare the approved message and record the follow-up date.

Your team decidesAny advice or recommendation the prospect needs.

An appointment is arranged

Assistant preparesConfirm availability, location and access instructions with the authorized contact.

Your team decidesWho attends and which property details may be shared.

The agent takes over

Assistant preparesSummarize the conversation history, confirmed details and unanswered questions.

Your team decidesThe client's next course of action and any transaction commitments.

Illustrative example — not a client record

A showing inquiry ready for the agent

Use this handoff to give the agent the inquiry, the scheduling gap and one clear next action in the same place.

Inquiry reference: Example entryRE-014: a buyer asks to view Listing A on Saturday.; What to provide or checkConnect the handoff to the original inquiry and listing record.
Requested time: Example entrySaturday afternoon; the buyer has not supplied a narrower window.; What to provide or checkKeep a requested appointment separate from a confirmed one.
Availability checked: Example entryThe agent's calendar shows 2–4 p.m. open; property access still needs confirmation.; What to provide or checkShow which scheduling details have a source and which remain unresolved.
Reply status: Example entryAn approved acknowledgment was sent; the buyer's preferred time is still outstanding.; What to provide or checkLet the agent see what has already been communicated.
Next action and owner: Example entryThe assigned agent confirms property access before the assistant offers a specific time.; What to provide or checkIdentify the decision that allows the next message to be sent.

Ready to hand over when: The agent can find the original inquiry, distinguish requested and available times, and see who must confirm access before an appointment is offered.

Download the blank template (CSV)

No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.

Shape the role around the workload

Is follow-up competing with your client appointments?

A useful fit when

New inquiries and appointment changes arrive throughout the week, with follow-up that can follow a defined process.
Your agents can provide availability, approved messages and a clear owner for each client conversation.

Discuss the setup first

Your workload is concentrated in a short listing launch; discuss the hours and hiring arrangement before scoping an ongoing role.
Several agents share the same queue without a way to assign inquiries or resolve competing priorities.

Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.

Keep client decisions with your agents.

Agree communication rules with your brokerage and identify who reviews sensitive or transaction-related work. Your assistant needs a clear person to contact when a request goes beyond the instructions you have provided.

Agents retain pricing recommendations, negotiation and representation.
Contract interpretation and transaction requirements stay with your qualified team.
Your brokerage approves listing content, access permissions and client-contact scope.

Bring a real working week to matching.

01Your inquiry channels and the follow-up that currently gets delayed.
02A sample calendar with appointment types and coverage needs.
03Your CRM, document tools and any required industry experience.
04Approved message examples and the person who handles exceptions.

Recruit. Prepare. Hand over.

Recruited for you. Trained for your industry.

First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.

We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.

Choose the support behind your hire.

Managed assistant

A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.

Explore managed support

Direct hire

We recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.

Explore direct hiring

The examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.

Before you bring someone on

Can my assistant use our real estate CRM?: Yes. We discuss your CRM, document systems and the work the assistant will perform during matching, then include the agreed tool and workflow requirements in preparation before handoff. Tell us about any required prior experience, access restrictions and review arrangements so they are part of the role from the start.
Can an assistant speak with clients and prospects?: Administrative communication can be part of the agreed role, such as confirming an appointment or requesting an approved document. Your brokerage sets the scope and wording. Questions involving advice, property recommendations or transaction decisions should be directed to the responsible agent.
Do you provide trained real estate specialists?: Yes. We recruit and prepare your assistant for the real estate niche and the responsibilities agreed with your brokerage before handoff. The matching call covers your workflow, required skills and preparation time. Industry-specific training supports the agreed role; licensed representation and professional decisions remain with your qualified team.
Can one assistant support more than one agent?: Describe the team's workload and the hours when support is needed. We can discuss a role serving the team, with one person setting priorities when requests compete. Appointment volume, channels and responsibilities help determine whether the proposed scope is workable.
How are real estate assistant services priced?: Managed support provides a dedicated, full-time assistant through our service for a monthly fee, with ongoing team support. Direct hire involves a placement fee for recruitment and training before you hire into your team. We agree the scope, price and terms before you start.

Keep your day with clients moving.

Bring us the follow-ups, calendar changes and paperwork you want off your desk. We will help define the role and recruit for the experience, tools and working hours it needs.

Find your assistant

A different kind of business?

Explore other ways to organize the work around your team.

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