40 Ways To Utilize An Unlicensed Assistant Or Virtual Assistant

February 16, 2008

This is the first article in a series we are going to be talking about here at Real Estate Radio USA. The topic is the “Utilization of the Unlicensed Assistant”.

Whether in an office or virtually, our research has shown us that the use of an unlicensed assistant can truly provide more freedom to a real estate agent. Depending upon your individual state laws. The UA or VA can handle a myriad of responsibilities and activities that free up the agent to do what they do best.

In fact the utilization of a competently trained UA/VA can allow an agent or brokerage to segue into the realm of a virtual brokerage with quite ease.

An unlicensed real estate assistant, working under the direction and supervision of a licensed real estate agent or broker, can perform the following tasks in most states. Please understand that the tasks shown below come from speaking with actual lawmakers in several states and your individual state may vary. It is very important that you find out locally what a UA/Va can and can not do in your specific area.

Here is what we have found that an UA / VA can undertake and be generally permitted to perform:

1. Answer the phone and forward calls.
2. Manage licenses, subscriptions and membership accounts
3. Provide bookkeeping services
4. Fill out and submit listings and changes to any multiple listing service.
5. Follow up on loan commitments after a contract has been negotiated
6. Secure status reports on the progress of the loan.
7. Assemble documents for closing
8. Schedule home inspections and follow-up on reports
9. Distribute promotional materials via mail, fax or email
10. Create Seller and Buyer Guides and marketing materials
11. Prepare listing and sales kits
12. Prepare Automated Valuation Model Evaluations and perform CMAs
13. Create Visual Tours
14. Compile data for weekly reports
15. Conduct surveys online and offline
16. Obtain foreclosure and other public information from courthouses, utility districts, etc.
17. Have keys made for the agent’s listings
18. Act as a copywriter for any and all advertisements (offline or online)
19. Place classified advertising.
20. Prepare and distribute promotional flyers and cards
21. Receive, record and deposit earnest money, security deposits and advance rents.
22. Prepare and type out contract forms and approved leases
23. Prepare and type out listing contracts for the supervising agent
24. Prepare and type out purchase and sale agreements for the agent
25. Monitor licenses and personnel files of others in the office
26. Calculate commission checks
27. Arrange for placement or place directly signs on property
28. Maintain data and information on agent websites
29. Order items of repair as directed by the licensee.
30. Pick-up and delivery of documents and pick up keys
31. Place routine telephone calls regarding the collection of late rent payments
32. Schedule appointments for agent to show property
33. Be present at showings and open houses to provide security, hand out materials (brochures) and respond to questions that may be answered with objective responses gleaned from pre-printed objective information
34. Gather information for property inspections and appraisals
35. Hand out objective, written information on a listing or rental
36. Provide transportation for a client to a showing
37. Write blog articles on agent’s blog
38. Take pictures of listed property
39. Work to facilitate the closing by and between the title company / attorney and buyer & seller
40. Work with the media and public relations people on behalf of the agent

I am sure if you use a bit of creativity your office can come up with a lot more duties that an UA / VA can take on and complete on your behalf.

As we move forward in this series, we are going to look at how much time and money the real estate agent can free up by utilizing a competent UA / VA.

One of the issues that we will need to address is that if an agent can utilize a UA/ VA to complete all of the tasks shown and many more not shown, just what will the real estate agent who wants to be successful in today’s real estate market do with all of this newly found spare time.

It will be also interesting to see how easy it would be to set up a virtual real estate brokerage.