Top 25 Tasks a Real Estate Virtual Assistant Can Handle (That Save Investors Hours Every Week)

Before the list: the rules that makes this work

A VA saves you time when you delegate repeatable tasks with a clear “done” definition. If a task requires your judgment every step of the way (pricing, negotiations, final offer terms), it’s usually not the first thing to hand off.

The second rule is just as important: hire for a role, not a generic “VA.”
Investors run into problems when they expect one person to be a cold caller, lead manager, CRM admin, and transaction coordinator all at once. Results come faster when a VA owns one primary role, with clear responsibilities and metrics.

Lead intake and follow-up tasks

This is where most investors get immediate outsourcing ROI: fewer missed calls, faster response times, and better follow-up.

1. Answer inbound calls using your script and basic qualification questions.
2. Return missed calls within a set window (same day is the goal).
3. Send first-touch texts to new leads (simple, consistent, not spammy).
4. Qualify leads (motivation, timeline, condition, price expectations, contact details).
5. Book appointments for you or your acquisitions lead and confirm attendance.
6. Run a follow-up cadence for “not now” leads so they don’t die in your CRM.
7. Collect missing details (parcel ID, occupancy status, payoff amount, access info, etc.).

Cold calling and outbound prospecting tasks

Consistency creates deal flow, which is why investors delegate this work to a VA instead of spending their own time on low-leverage tasks.

8. Cold call lead lists (absentee owners, tired landlords, probate, pre-foreclosure, etc.).
9. Log call outcomes and notes cleanly in your CRM (this matters more than people think).
10. Tag motivation and timeline so you can prioritize the right follow-ups.
11. Schedule next actions (call back in 3 days, text next week, follow up in 30 days).
12. Send outbound texts/emails to warm leads, dead leads, and “call me later” sellers.
13. Pull basic owner info (phone/email) when your data source is missing it.

CRM and admin tasks (the unglamorous profit center)

Most investors don’t lose deals because they can’t negotiate. They lose deals because their CRM is chaos and follow-up doesn’t happen — which is why those systems are often the first things delegated to a VA.

14. Clean duplicate leads and merge contact records.
15. Update statuses after calls, texts, appointments, and offers.
16. Create tags and segments by location, motivation, list type, and timeline.
17. Build drip sequences for leads that need warming up.
18. Audit your pipeline weekly to surface stalled leads and missing follow-ups.
19. Maintain a daily “hot lead” queue so nothing serious gets ignored.

Marketing and dispositions support tasks

If you wholesale or do assignments, outsourcing this set of tasks can save you a ridiculous amount of time every week.

20. Post properties to Facebook groups, Craigslist, and other platforms you use.
21. Respond to initial buyer inquiries and route serious buyers to you.
22. Maintain your cash buyers list (remove bounces, tag buyer criteria, keep it usable).
23. Prepare simple property summaries (features, access notes, timeline, photos link).
24. Send email blasts to segmented buyers (not the entire list every time).

Transaction coordination support tasks

Transaction coordinator work is a specialized real estate VA role focused on moving deals forward after contract. Scope depends on experience and state requirements, but the support tasks below are common.

25. Track contract milestones (earnest money, inspection periods, closing date, addenda).
26. Follow up with title and keep a simple “what’s pending” checklist updated.
27. Organize documents (contracts, disclosures, IDs, payoff letters, invoices, etc.).
28. Send signature requests through your e-sign platform and confirm completion.
29. Keep parties updated on simple milestones (without playing attorney or agent).

Note: if your state requires licensing for certain transaction coordinator duties, don’t assign those tasks unless properly licensed.

What to delegate first (if you want results fast)

If you’re hiring your first REVA, these are usually the easiest “hand-off wins”:

• Inbound lead intake + missed call callbacks
• Follow-up texts to warm leads
• CRM status updates + follow-up task creation
• Cold calling (once your script and lead labels are set)

The handoff checklist (so you don’t waste the hire)

If you want this to feel smooth (instead of chaotic), give your VA:

• A script (even a rough one is better than nothing)
• Your definitions for “hot,” “warm,” “cold,” and “dead” leads
• Clear rules for when to book an appointment vs. when to follow up
• CRM standards (required fields, note format, tags)
• A daily scoreboard (dials, conversations, appointments, follow-ups completed)

Common mistake: hiring “a VA” instead of hiring for a role

Investors get burned when they hire a generalist and hope the person becomes a cold caller, lead manager, CRM admin, and transaction coordinator all at once. You’ll get better results faster if you hire for one primary role first—then expand once the systems are stable.