Virtual receptionist services for real estate agents & teams

AssistBPO's virtual receptionist services for real estate agents and teams give you a named receptionist who answers every sign call, buyer inquiry and lender question in your team's name while you are out showing property. Agents lose deals to voicemail: a buyer driving past your yard sign calls once, and if nobody picks up they call the number on the next sign.

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This page Real estate agents & teams Virtual receptionist services

How does a virtual receptionist work for real estate?

Your receptionist answers in seconds, pulls up the listing, answers the price and open house questions, captures the caller's details and books a showing or a callback slot on the right agent's calendar. Calls from title companies, lenders, inspectors and co-op agents are routed by file: the receptionist checks the transaction and either answers from the timeline or warm-transfers to the agent handling it. Every call becomes a CRM note in Follow Up Boss or kvCORE with source, property of interest and next step. The receptionist is an employee of the group with a trained backup, works your local hours, and sends an end-of-day call log with every message and booking.

What tasks does a virtual receptionist cover for real estate agents and teams?

  • Answer sign calls and listing inquiries in your team's name during your hours
  • Look up the property and answer price, size and open house questions
  • Book showings and buyer consults on the right agent's calendar
  • Route lender, title, inspector and co-op agent calls by transaction
  • Log every caller in Follow Up Boss or kvCORE with source and property
  • Take offer-received and counter-received messages and page the agent
  • Screen vendor and recruiter calls according to your rules
  • Send an end-of-day call log with callbacks still owed

The KPI that matters here

Sign calls answered live rather than sent to voicemail, and showings booked from those calls. The weekly review tracks both against your listing count.

What rules does a virtual receptionist follow for real estate?

  1. TCPA for lead follow-up. Internet leads are called and texted only with the consent their form captured, inside the 8am to 9pm local window, after do-not-call scrubbing, under the Telephone Consumer Protection Act enforced by the FCC. State mini-TCPAs in Florida, Oklahoma and Washington are applied by area code.
  2. Fair Housing in marketing. Listing descriptions, social posts and ad copy avoid protected-class language under the Fair Housing Act enforced by HUD. Your assistant works from a checked word list and flags anything borderline to you before it goes live.
  3. Unlicensed activity limits. Assistants do not negotiate terms, quote commission, advise on price or show property. Those stay with the licensed agent under your state real estate commission's rules. We handle the admin around them.
  4. RESPA and referral fees. No referral fee arrangements and no vendor kickbacks. Vendor recommendations go out as a list, and any affiliated business disclosure you require travels with the file, following RESPA rules enforced by the CFPB.

Real estate software we work in

Also in use

  • SkySlope
  • ShowingTime
  • MLS

See all 80 tools we work in

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Frequently asked questions

Can the receptionist answer questions about my listings?

Yes, from the facts on the MLS sheet: price, bedrooms, square footage, HOA, open house times and showing instructions. The receptionist reads from the live listing, not from memory, so a price change is reflected the moment you post it. Anything that needs judgment, such as whether the seller would consider an offer below asking, goes to you as a message rather than an answer.

How are calls routed on a team with several agents?

We build a routing sheet during onboarding: which agent owns which listing, who takes buyer leads on which days, and who gets calls when the listing agent is unavailable. Lead calls follow your rotation, and transaction calls follow the file. The receptionist can warm-transfer to an agent's cell, take a message, or book directly on the calendar, depending on the rule you set for that call type.

Will the receptionist capture leads for my CRM?

Every inbound caller who is not already in your CRM is added with name, phone, email where given, the property or area of interest, the source of the call and the next action. If you use Follow Up Boss or kvCORE, the record triggers your normal action plan. Callers who ask not to be contacted are marked accordingly so no follow-up goes out.

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