Why Ontario Realtors Are Using Virtual Assistants
Ontario Real Estate Agent with Clients
The real estate industry in Canada is as competitive as ever, and the most successful agents are the ones who are staying ahead if the game and using their time efficiently. After all, realtors are handling much more than house showings behind the scenes. From managing listings and handling client inquiries to coordinating schedules and marketing campaigns, the workload can be overwhelming. The objective for any real estate agent should be to close as many quality deals as possible without wasting time on tasks that can be outsourced. This is one of the many reasons real estate agents turn to virtual assistants to manage tasks and save them time.
Competition in the Ontario Real Estate Industry
The Real Estate Council of Ontario (RECO) stated in a 2024 report that the amount of agents and brokers in Ontario had risen to 105,752 at the end of 2023. This marks a steady year-over-year increase, making Ontario one of the most competitive real estate markets in North America. One can imagine when competing for the same listings and client base that it may be difficult to stand out in order to secure these deals. Realtors are struggling to not only get ahead, but keep up. With over 66% of Ontario real estate agents recording zero transactions in Q1 2025, staying ahead of the curve and obtaining time to prioritize high-value tasks is essential for growth and long-term survival.
Ontario Real Estate Agent Closing a Deal
Why Realtors Aren’t Optimizing Their Time Without Virtual Assistants
For many Realtors, every day starts with the same challenge: too much to do and not enough hours to do it. Sound familiar? Instead of focusing on revenue-generating activities like meeting new clients, showing homes, and closing deals, agents often have to waste countless hours on administrative work that can be easily outsourced to a virtual assistant. Tasks that do not require your individual attention don’t need to be handled by you when you could be out making money and growing your business. Time is money, and that is time wasted.
What a Real Estate Virtual Assistant Can Do for Ontario Realtors
There are some very common time-wasters for realtors which can easily be outsourced to a skilled real estate virtual assistant (VA). Some examples of tasks which can be handed off include:
Listing Management and Updating: Uploading property photos, updating MLS descriptions/information, and refreshing expired listings.
Scheduling: Coordinating showings, open houses, and client meetings across multiple calendars.
Intakes and Communication: Responding to constant client inquiries, lead follow-ups, and vendor communication including after office hours so you don’t miss those time sensitive leads.
Paperwork: Drafting documents, sending disclosures, and ensuring compliance with deadlines.
Social Media and Marketing Tasks: Posting on social media, designing flyers and advertisements, or managing ad campaigns.
CRM and Database Management: Entering new leads into a CRM, updating contact records, tagging prospects, and maintaining accurate client information for future outreach.
Transaction Coordination: Keeping track of the buying/selling process, communicating with lenders, inspectors, and lawyers, and ensuring all parties stay on schedule.
Research and Market Updates: Pulling comparable market analyses (CMAs), preparing neighbourhood reports, and gathering data on new listings and sold properties.
Bookkeeping and Invoicing: Tracking commissions, preparing expense reports, and ensuring accounts are up to date for tax season.
These tasks are necessary to run a real estate business, but they don’t directly generate income. Without support, Realtors often find themselves working longer hours just to keep up which severely limits the time for valuable tasks like building relationships, networking, and growing their business and client base.
Ontario Real Estate Agent Speaking with Clients
The Cost of Poor Time Optimization in the Real Estate Industry
When Realtors try to handle everything on their own, the result is usually:
Missed Opportunities: Leads go cold because there’s no time to follow up.
Burnout: Agents spend nights and weekends catching up on admin tasks.
Slower Growth: Instead of focusing on client service and sales, valuable hours are wasted on repetitive work.
Losing to Competition: If your competition has hours more weekly to network and generate leads, you are falling behind.
Benefits of Hiring an Ontario Real Estate Virtual Assistant (VA) as a Realtor
Save Time & Focus on Obtaining Clients: Less admin means more face time with prospective buyers and sellers.
Cost-Effective Alternative to Full-Time Staff: Instead of hiring an in-house assistant (with salary, benefits, and overhead), Realtors can pay only for the hours or packages they need.
Enhanced Client Experience: With admin work handled, Realtors can respond faster to inquiries and deliver better client service.
Ontario Homes
How to Hire a Real Estate Virtual Assistant as an Ontario Realtor
If you’re a Realtor looking to grow your business without burning out, hiring a virtual assistant might be the smartest investment you make this year.
At Romano Remote, we specialize in real estate virtual assistant services designed to help Realtors manage listings, organize their workload, and close more deals. Whether you need part-time support or a full package, we’ll optimize your business.
Book a free 30 minute consultation today to see what we can do for your life and your listings.
