Who is Successfully Using a Virtual Assistant (VA) in Their Real Estate Business?

Question

I am currently looking to hire a Virtual Assistant and would love to learn from those of you who are already using VAs successfully in your real estate businesses.

A few questions for the group:

• What tasks are you delegating to your VA (admin, CRM, lead follow-up, marketing, listings, etc.)?
• What has been your biggest win and your biggest challenge working with a VA?
• If your VA is not U.S.-based, which country are they located in?
• Where did you find your VA (OnlineJobs.ph, Fiverr, Upwork, agency, referral, direct hire)?
• How do you structure compensation (hourly vs flat rate, U.S.-based vs overseas)?

What tasks are you delegating to your VA (admin, CRM, lead follow-up, marketing, listings, etc.)?

What has been your biggest win and your biggest challenge working with a VA?

If your VA is not U.S.-based, which country are they located in?

Where did you find your VA (OnlineJobs.ph, Fiverr, Upwork, agency, referral, direct hire)?

How do you structure compensation (hourly vs flat rate, U.S.-based vs overseas)?

I am especially curious about cold calling:

• Are you using VAs for outbound prospecting?
• If so, what dialer or system are you using (Mojo, Batch Dialer, CallTools, OpenPhone, RingCentral, etc.)?
• Any lessons learned around training, scripts, compliance or quality control?

Are you using VAs for outbound prospecting?

If so, what dialer or system are you using (Mojo, Batch Dialer, CallTools, OpenPhone, RingCentral, etc.)?

Any lessons learned around training, scripts, compliance or quality control?

If you have been down this road, I would really appreciate your insight.  Just trying to make smart hiring decisions and avoid common mistakes. Thanks in advance and looking forward to learning from the community.

Ollie Wright · Answer

We use Virtual Assistants (I believe the cost of them was bundled with the note brokering program we signed up with).  It took us a few months to start using them effectively but the most important thing we learned from our experience is to first have a system that works, and then train them on that system.  If you're looking to do cold calling I'd recommend trying that out for a bit yourself (500-1000 cold calls) get an idea of how many calls can be made in an hour, best time of day to call, best kind of leads to call, and what percentage of cold calls can be converted to prospects.  Then you'll have your KPI's for tracking VA performance.  We personally track almost everything in Google Sheets and focus more on social media and email interaction since it's easier for us to see what the VA is saying to people and give direct feedback on what to improve.

Janice Carter · Answer

Izaiah, thanks for the detailed breakdown. This is extremely helpful. I love how you are using VAs to keep outreach consistent while you stay focused on closing. I need to be doing the same. The upfront training and QC insight is especially valuable. I will definitely DM you to learn more about your training process and scripts. Much appreciated!

Izaiah Barba · Answer

Hey Janice! Great questions. We use VAs heavily in our wholesaling operation and they've been game-changers for scaling.Here's what we delegate:We have VAs handle our Launch Control texting campaigns and manage the initial responses. They filter leads and flag the hot ones for us to call. We also use them for BatchDialer cold calling sessions. They make the initial contact, qualify the lead, and pass serious sellers to us for deeper conversations.VAs keep our outreach going daily while we focus on closing deals and managing the business. We're closing around 10 deals a month and couldn't hit that volume without them.Biggest challenge: Training and quality control. You need clear scripts, call recordings to review, and regular check-ins. The first 2-3 weeks are heavy on training, but once they are up and running, its a game changer.Where we found them: We've had success with Upwork.Compensation: We do hourly for overseas VAs ($5-15/hour depending on experience and the position.For cold calling specifically, BatchDialer has been our go-to. Simple interface and our VAs picked it up quickly.Happy to share more about our training process and scripts. Shoot me a DM if you want to dive deeper!

Bo Smith · Answer

Start your VA on data entry and CRM updates first - lets you test how they work before handing over lead gen. I kept cold calling in-house until my scripts were dialed in. What's eating most of your time right now - admin work or deal hunting?

Abraham Berkowitz · Answer

@Izaiah Barba, Thank you so much for sharing your experience, do you have a good cold calling script to share?

Izaiah Barba · Answer

Hey Abraham! Yes, please send me a DM and I'll share it with you

Janice Carter · Answer

Bo, that is solid advice. Right now, admin work and cold calling take up most of my time, so bringing on a capable VA to handle those tasks would be a huge help as I scale my business.

Janice Carter · Answer

Ollie, this is great insight. Thanks for sharing. I completely agree that having a proven system in place before bringing on a VA is critical and your point about doing the cold calls yourself first to establish KPIs is especially helpful. Tracking in Google Sheets and focusing on channels where feedback and messaging can be reviewed easily also makes a lot of sense.

I am currently in the process of documenting my workflows and testing a few lead sources myself so I can train a VA properly once I bring one on. I appreciate you taking the time to break down what has worked for you.

Who is Successfully Using a Virtual Assistant (VA) in Their Real Estate Business?

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