By Kole Finley

Determine Task Responsibilities

1. • Make a List of Tasks You Want Your Assistant to Handle

     • Start by brainstorming a list of all the tasks you want your assistant to do

     • Be specific and prioritize responsibilities according to importance and urgency

     • Don't forget to include tasks that you don't enjoy doing or that take up too much of your time (like organizing your email inbox or cleaning out your desk drawers)

   • Categorize Tasks by Importance

     • Group tasks into categories such as administrative, marketing, and client-facing tasks

     • Rank tasks within each category by importance or urgency (like responding to client inquiries should be higher up the list than organizing your supply closet)

     • Consider tasks that are repetitive or can be delegated (like scheduling appointments or drafting social media posts)

Qualification Requirements

1. • Define the Qualification Requirements for the Role

     • Decide on the level of education, experience, and personality traits needed for the role (like a Bachelor's degree, at least 2 years of relevant work experience, and a personality that won't make you want to pull your hair out)

     • Consider whether prior experience in real estate or a related field is necessary (like if they've previously worked as an administrative assistant in a real estate agency)

     • Evaluate whether you need someone who is tech-savvy or has specific skills, such as social media marketing or graphic design (because you don't want to hire someone who still thinks fax machines are the hottest technology)

   • Create a Job Posting that Clearly Outlines the Requirements and Salary Range

     • Write a job description that clearly outlines the responsibilities and qualifications for the role (and don't forget to use words like "dynamic," "proactive," and "superstar" to attract the best candidates)

     • Include a salary range that is competitive and reflects the market rate (because you don't want to lose out on a great candidate because your salary offer is too low)

     • Use humor and creativity to make your job posting stand out (like adding a fun pop culture reference or a silly GIF)

Conduct Thorough Interviews

1. • Ask Tough Questions that Test the Candidate's Knowledge and Personality

     • Ask questions that test the candidate's knowledge of the real estate industry and their problem-solving skills (like, "How would you handle a client who is convinced that their house is haunted?")

     • Include situational questions that assess how the candidate would handle common challenges in the role (like, "What would you do if a client cancelled a meeting at the last minute?")

     • Ask about the candidate's personality traits to ensure they are a good fit for your work style and office culture (like, "Are you more of a 'get stuff done' kind of person or a 'let's brainstorm ideas' type?")

   • Check References and Conduct Background Checks

     • Contact the candidate's references to verify their employment history and performance (because you don't want to end up hiring someone who is as reliable as a broken elevator)

     • Conduct background checks to ensure the candidate does not have a criminal record or a history of fraud (because you don't want to end up hiring someone who is secretly a con artist)

     • Consider using a third-party service to conduct a thorough background check (because you can never be too careful!)

Training and Expectations

1. • Set Clear Expectations and Goals for Your New Assistant

     • Clearly outline the expectations for the role and what you want your assistant to achieve (like, "Help me increase my sales by 20% in the next quarter!") * Discuss the company culture, policies, and procedures to ensure your assistant understands how to operate in the office environment (like, "No shoes on the desk, no matter how comfortable they are!") * Set clear goals and objectives for your assistant that are aligned with your business objectives (like, "Help me become the number one real estate agency in the city!")

     • Train Them on the Tasks and Procedures Specific to Your Real Estate Business

       • Provide your assistant with detailed training on how to perform the tasks you want them to handle (like, "Here's how to organize client files according to the new system we just implemented")

       • Show them how to use any software or tools specific to your business (like, "Here's how to use the CRM to keep track of client information and communicate with them")

• Provide them with resources such as a company handbook or employee manual (so they have something to read during their coffee breaks!)

Implement a Performance Evaluation System

5. • Regularly Check In with Your Assistant to Discuss Their Progress

     • Schedule regular check-ins to discuss your assistant's performance and progress toward their goals (like, "Let's catch up every Friday afternoon to see how things are going")

     • Provide feedback on what they are doing well and where they can improve (like, "Great job on organizing the files, but I noticed a few typos in the emails you sent out")

     • Encourage open communication so that your assistant feels comfortable discussing any issues or concerns (like, "If you ever need help or have any questions, don't hesitate to ask me!")

   • Provide Constructive Feedback and Praise When Necessary

     • Provide specific feedback on what your assistant is doing well and what areas they can improve on (like, "You did an amazing job on the client presentation, but next time, let's try to make it a bit more interactive")

     • Offer constructive feedback that is actionable and specific (like, "Here are a few tips on how to make your emails more engaging and less like a robot wrote them")

     • Recognize your assistant's achievements and celebrate their successes (like, "Great job on closing that deal! Let's go out for a celebratory lunch!")

Don't Forget the Donuts (or Other Treats)!

5. • When All Else Fails, Bribe Your Assistant with Delicious Pastries!

     • Use humor and creativity to make the work environment fun and engaging (like, "Let's have a 'wear your pajamas to work' day!")

     • Reward your assistant for a job well done with small incentives like donuts or other treats (because let's face it, everyone loves a good donut!)

     • Use incentives as a way to motivate your assistant and show your appreciation (like, "Thanks for staying late to finish that project. Here's a box of your favorite donuts!")

Keep Learning and Improving

5. • Reflect on Your Hiring Process and Make Improvements

     • Reflect on your hiring process and identify any areas that can be improved (like, "Maybe next time, I should ask more questions about their ability to handle stress")

     • Take feedback from your assistant on how to improve their training and performance evaluation (like, "Do you have any suggestions on how I can better support you in your role?")

     • Keep learning and improving as a manager to ensure that you are creating a positive and productive work environment for your assistant.

Hiring your first real estate assistant can be a challenging and exciting process, but with this ultimate checklist, you'll have everything you need to find the perfect candidate. Just remember to have fun, stay positive, and don't forget the power of a good bribe (preferably in the form of donuts!). And if all else fails, just remember that a little bit of humor and creativity can go a long way in making the hiring process more enjoyable (like, "Hey, do you know any good jokes about real estate?"). So go ahead, take a deep breath, and get ready to find your new superstar assistant. Good luck, and may the real estate gods be with you!

Finley-RE is a real estate coaching company that helps agents redefine success. Founded by Kole Finley, our coaching programs emphasize personal growth, professional development, and effective business strategies. Join us to unlock your full potential and make a lasting impact on your community.