Hiring an Assistant
Whether you work alone or on a team, most successful real estate agents eventually need administrative help. The solution is to hire an assistant. Choose someone with a real estate license if you want an assistant who can show properties, write advertising copy, explain contracts, and help out with other tasks that an agent would perform. State laws restrict the type of work an unlicensed assistant can do, usually limiting it to clerical duties. Your local MLS might limit an unlicensed assistant even more by denying him access to its database for even simple tasks such as printing out copies of listings for you.
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An unlicensed assistant can usually relay some details to customers, passing on the same type of information that is seen in your printed ads. He cannot take part in detailed discussions about the pros or cons of listed properties. In most states, an unlicensed assistant cannot quote the listing price, even if the price is advertised.
Most agents feel that a licensed agent is the best choice when it's time to choose an assistant, because they can assist with more tasks. Many agents, however, are satisfied with hiring an unlicensed assistant. Remember that a licensed assistant may one day be your competition, so choose carefully.
Independent Contractor or Employee?
Licensed real estate assistants are usually independent contractors, often called IC, a status that allows you to pay your assistant lump sums of money as agreed, with all taxes due for the income the responsibility of the assistant. If your assistant is not licensed, it is generally best to hire her as an employee. In this case, you will be responsible for deducting and submitting federal and state taxes from her paycheck — and paying more taxes and benefits on her behalf in addition to her salary.
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The Internal Revenue Service's Web site,
If your assistant is an independent contractor, you and your assistant should sign a written agreement that states this fact. Keep in mind that the whole concept of IC does give the person more independence than an employee has. You can and should agree on the IC's job description, but you can't direct exactly where or how the tasks will be completed. Talk to a local accountant or tax attorney to help devise an agreement that accomplishes what you need while staying within the IC guidelines.
As an option, you may wish to hire all licensed and non-licensed assistants as employees. Their employee status will give you more control over how they perform tasks for you.
assistant's Job Description
You'll have a better feel for the type of assistant you need if you take some time to write a detailed job description. What tasks would you like to eliminate from your own daily chores in order to make your life easier and increase your business at the same time?
Compiling contact information about local for sale by owners
Making daily phone calls to service providers to track closing status
Scheduling showing appointments for buyers and listed properties
Getting verbal or written feedback from agents who show your listings
Writing advertising copy and submitting it to publications on time
Updating your Web site and answering e-mails
The list of tasks an assistant will handle helps you pinpoint the type of individual who will best fill the role.
If you have an administrative assistant, one who is not licensed, you may also put him in charge of personal items for you, such as picking up your dry cleaning or having your car serviced. As long as these things are in your assistant's job description, having someone take care of the mundane tasks can free you up to have more face-to-face time with clients.
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The Internet is growing more important for real estate advertising each year. Computers and related digital equipment, such as cameras and scanners, are essential for use locally and to make sure you can correspond with potential clients by e-mail. If possible, find an assistant who is already computer savvy.
The assistant's Workplace
Some assistants work from their home offices, but you might find that your assistant is more helpful if he accomplishes his tasks at your office, because that is the place clients associate with you. Location can affect IC status, so run the scenario by your accountant to make sure you are staying within the guidelines.
You may be limited by the guidelines your firm has in place for hiring assistants. Is there room for your assistant within your workspace? Who will provide your assistant's desk and other equipment? It's best for someone working as an IC to provide as much of his own equipment as possible.
If you are producing the commissions of two average agents in your office, you should not have difficulty requesting an additional desk for your assistant. Most offices are supportive of agents who are growing and expanding their business and will do what they can to accommodate you. If your assistant does work from the office, even if she is not licensed, you will need to be sure that she abides by the office dress code and other rules of conduct expected of the agents.
Where to Find an assistant
Contact a prelicensing school and ask to give a short presentation right before class starts or just after a break. Take a few minutes to introduce yourself and tell the group you are looking for a licensed assistant. Leave single-page flyers at the school that contain a basic job description and your brief bio. Staple a business card to each flyer so that interested students can find you easily.
Is there a new agent in your office who seems ethical and competent but whose business isn't taking off rapidly? That person might welcome the opportunity to be an assistant for a busy, successful agent who can teach her the businesses as she performs her job. You might lose that type of assistant eventually if they become confident enough to go it alone, but life is all about change. Agents talk. Having been a caring mentor for a new agent, instead of simply a boss, nearly always helps you when you search for a new assistant.
