Not all admins are created equal. Before you hire, you need to decide what type of assistant fits your business model, your budget, and your workflow. This chapter breaks down the key distinctions.
⚖️ Licensed vs. Unlicensed
This is the most critical distinction — and one that carries legal weight. In most jurisdictions (both US and Canada), there are strict rules about what an unlicensed assistant can and cannot do.
🔑 Licensed Assistant
A licensed assistant holds a real estate license and can legally perform activities that involve client interaction around real estate matters.
✅ Can host open houses and interact with potential buyers
✅ Can discuss property features, pricing, and terms
✅ Can show properties and conduct tours
✅ Can negotiate on your behalf (with proper authorization)
✅ Higher cost — typically $20–$30/hour or a split arrangement
✅ Potential to become a buyer's agent on your team down the road
📎 Unlicensed Assistant
An unlicensed assistant handles purely administrative tasks. They are the backbone of your operations — but they have clear boundaries.
✅ Can handle data entry, CRM management, and file organization
✅ Can schedule appointments, order signs, and coordinate with vendors
✅ Can prepare marketing materials and manage social media
🚫 Cannot discuss property details, price, or terms with clients
🚫 Cannot host open houses or show properties independently
🚫 Cannot provide advice or opinions on real estate transactions
✅ Lower cost — typically $15–$22/hour depending on market
🏢 In-Person vs. Virtual
Where your admin works — physically in your office or remotely — has big implications for what they can do and how you manage them.
🏢 In-Person / Local
👍 Can run physical errands — deliver keys, put up lockboxes, drop off documents
👍 Easier to train and supervise in the early stages
👍 Can greet clients at the office and manage walk-ins
👍 Builds a stronger working relationship through proximity
⚠️ Higher cost — you may need to provide workspace, equipment, and benefits
⚠️ Limited talent pool to your local area
⚠️ You're paying for 'seat time' even during slow periods
🌐 Virtual Assistant (VA)
👍 Often more cost-effective — especially VAs from overseas markets
👍 Access to a global talent pool with specialized skills
👍 Great for pure digital/tech work — CRM, social media, data entry
👍 Flexible scheduling — you can hire for specific hours or tasks
⚠️ Cannot run physical errands or be present at showings
⚠️ Time zone differences can create communication lag
⚠️ Requires strong systems and SOPs since you can't look over their shoulder
⚠️ May not understand local market nuances initially
🕐 Hours of Operation
Think about when you need support the most. Real estate doesn't run 9-to-5, but that doesn't mean your admin needs to be available 24/7.
Full-time 9–5
Best for agents doing 3+ deals/month who need consistent daily support. Your admin keeps the office running while you're in the field.
Part-time / Set hours
Great for agents doing 2–3 deals/month. Hire for 15–25 hours/week and focus those hours on your highest-pain tasks.
On-call / Flex
Consider this for weekend offer deadlines, evening client calls, or seasonal surges. Often paired with a licensed assistant.
Task-based / Project
Hire a VA for specific deliverables — e.g., 'set up my CRM' or 'create 30 social media posts.' No ongoing commitment.
🔑 Key Takeaway
There's no one-size-fits-all answer. Many top-producing agents use a hybrid approach — a local, part-time unlicensed admin for paperwork and errands, plus a virtual assistant for CRM and marketing. Start with your biggest pain point and hire for that first.