How Realtors Use and Pay Assistants: A Deep Dive

Many real estate agents consider hiring an assistant to streamline their business operations, but navigating the process of hiring, paying, and delegating tasks can be overwhelming. In this episode, we break down how realtors use and pay assistants, based on both industry-wide data and insights from our own survey of 170 agents.

How Many Realtors Use Assistants?

According to the National Association of Realtors (NAR) 2024 Member Profile:

• 86% of realtors do not have a personal assistant.
• 12% have one assistant, while only 2% have two assistants, and 1% have three or more.
• The likelihood of hiring an assistant increases with experience:
  • Only 4% of agents with two years or less in the business have an assistant.
  • 17% of agents with 16+ years of experience have one.

However, when we surveyed our listeners:

• 59% of respondents do not have an assistant or transaction coordinator.
• 25% use a transaction coordinator (TC), and 11% have an in-person assistant.
• 45% want to hire an assistant, while 42% are unsure.

Key Tasks Performed by Real Estate Assistants

The most common duties of a real estate assistant include:

• Listing Management: Entering properties into the MLS, scheduling photography, and updating listings.
• Transaction Coordination: Managing paperwork, ensuring compliance, and tracking deadlines.
• Marketing & Social Media: Creating and sending email newsletters, social media management, and coordinating print marketing.
• Administrative Tasks: Scheduling appointments, organizing files, handling mailings, and managing CRM systems.
• Client Communication: Sending updates to buyers and sellers, scheduling inspections, and coordinating with title companies.

Our survey found that realtors most want assistants to handle paperwork, emails, marketing, CRM organization, and scheduling. Many also wish they had help with event planning, pop-bys, tracking receipts, and lead management.

How Realtors Pay Assistants

There are several payment structures for real estate assistants:

1. Per Transaction:

   • Most common payment method (57% of surveyed agents).
   • Transaction coordinators are typically paid between $250–$450 per transaction.
   • Some assistants receive bonuses per closed transaction.

2. Hourly Rate:

   • 27% of agents pay hourly.
   • Common rates:
     • $11–$20 per hour (48%)
     • $21–$30 per hour (26%)
     • A small percentage pay over $40 per hour.

3. Salary:

   • 15% of realtors pay a salary.
   • Reported salaries range from $700 per month to $51,000 per year.

4. Virtual Assistants (VAs):

   • VAs are often paid hourly or via a set monthly fee.
   • One agent reported paying $2,000 per month for a VA handling marketing and admin tasks.

Licensed vs. Unlicensed Assistants

The decision to hire a licensed or unlicensed assistant depends on the tasks they’ll perform:

• Licensed assistants (54% of assistants per NAR data) can conduct showings, discuss listings with clients, and assist with contract-related tasks.
• Unlicensed assistants (46%) focus on admin work, transaction coordination, and marketing.
• Many agents prefer licensed assistants because they can take on more responsibilities, such as handling client interactions and attending inspections.

Should You Hire an Assistant?

Before hiring, consider these steps:

1. Audit Your Tasks: Write down all the tasks you handle and categorize them into:
   • Tasks you enjoy.
   • Tasks you dislike.
   • Tasks that can be delegated.
2. Start Small: Instead of committing to a full-time assistant, start with a per-transaction TC or a part-time admin.
3. Create Standard Operating Procedures (SOPs): Define step-by-step instructions for tasks like listing input, client updates, and contract coordination. This will make training new assistants easier.
4. Choose the Right Pay Structure: If business is inconsistent, a per-transaction or hourly assistant may be more cost-effective than a salaried employee.

Final Thoughts on Hiring a Real Estate Assistant

Hiring an assistant can improve efficiency and free up time for high-value tasks like client relationships and lead generation. However, it’s important to have systems in place before bringing someone on board. Whether you choose a licensed assistant, transaction coordinator, or virtual assistant, setting clear expectations and compensation guidelines will help you build a productive and sustainable partnership.

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