120 real estate interview questions for a high-performance team

Anyone can build a real estate team. But a high-performance team that consistently hits its targets? That doesn’t happen by accident.

To reach the next level in your real estate business, you need the right people in the right roles. But identifying top-performers isn’t always easy.

To streamline your interview process, we’ve compiled a complete list of interview questions tailored to key roles within a real estate team. Simply copy and customize these questions to identify the best fit candidates to drive your business forward.

Best interview questions by role

• Administrative assistant
• Virtual assistant
• Buyer agent
• Listing agent
• Inside sales agent
• Showing assistant
• Marketing specialist
• Transaction coordinator

Administrative assistant

1. What are your professional goals?
2. What was it about this position that caught your attention?
3. What experience do you have managing real estate listings?
4. What experience do you have preparing marketing materials?
5. Are you comfortable handling a variety of administrative tasks, including scheduling appointments, managing emails, and maintaining records?
6. How do you prioritize tasks when juggling multiple projects or requests?
7. What steps do you take to ensure attention to detail and accuracy in your work?
8. What steps do you take to protect sensitive or confidential information?
9. Was there ever a time you faced a tight deadline in your work? How did you manage to meet it?
10. Imagine a client expresses frustration. How would you handle the situation?
11. Have you ever experienced a disagreement with a coworker? How did you handle it?
12. How do you approach developing effective systems for keeping things organized?
13. What’s your process for identifying, correcting, and streamlining inefficient processes?
14. Can you describe your experience utilizing real estate software, such as CRM systems and transaction management platforms?
15. The next step is an assessment showing how you would prepare an agent for a listing presentation, followed by a quick personality test. Are you open to that?

Tips for interviewing admins:

A real estate administrative assistant role is often a combination of project management, customer service, and marketing. Whether part-time or full-time, look for candidates who have excellent organizational and time management skills. The ideal candidate will be detail-oriented and comfortable handling confidential information, even when up against a tight deadline. Prior experience with real estate-specific software and systems, such as CRM platforms, is a plus.

Green flags:

• Accurate grammar and spelling
• Examples of how the candidate caught an error in the past
• Examples of how they turned a negative client experience into a positive one
• Examples of how they helped their team streamline and digitize their processes
• Ability to explain how they handle detailed multi-step processes under pressure
• Eagerness to learn new skills and systems

Red flags:

• Not sure why they want to work for you
• No clear examples from past work experiences

“I’ve made every mistake you can possibly make when starting a team. But as a solo agent, I knew I was passionate about helping others and I knew I had enough business to help other agents succeed.” — Veronica Figueroa, Team Leader, The Fig Team

⭐ Want to hear more from the Team Leader of the #1 eXp Mega Team, Veronica Figueroa? Check out her Team OS episode on starting or joining a real estate team. 

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Virtual assistant (VA)

1. What specific tasks do you specialize in as a virtual assistant in the real estate industry?
2. Can you provide examples of real estate tasks you’ve completed for clients in the past?
3. What’s your availability and response time for communication?
4. What tools do you use to stay on top of tasks and communications remotely?
5. Can you share an example of how you successfully managed a project remotely while collaborating with in-office team members?
6. What’s your process for managing calendars and scheduling appointments?
7. How do you handle technical issues that can happen during remote work, such as internet connectivity problems?
8. How do you adapt to different agents’ communication preferences?
9. Describe a situation where you had to solve a problem independently without immediate access to your supervisor. How did you handle it?
10. How do you prioritize tasks when facing multiple deadlines?
11. How do you ensure data security and confidentiality while working remotely?
12. How do you stay motivated and maintain your productivity?
13. Can you describe your experience utilizing real estate software, such as CRM systems and transaction management platforms?
14. How do you identify prospects and customers in need of nurturing?
15. Do you have any questions for us?

Tips for interviewing VAs:

When hiring a virtual assistant for your real estate team, prioritize candidates who demonstrate strong remote communication and coordination skills. Look for experience with the right tools and software, as well as the ability to adapt to new platforms and communication styles. Ask for examples of successful remote project management and, if relevant, test the candidate on their communication skills.

Green flags:

• Strong conversational skills
• Examples of how they turned a negative client experience into a positive one
• Examples of how they helped their team streamline and digitize their processes
• Ability to explain how they handle detailed multi-step processes under pressure
• Eagerness to learn new skills and systems

Red flags:

• Doesn’t take the opportunity to ask you questions
• No clear examples from past work experiences

⭐Set your VA up to win. Pavel Stepanov, CEO of Virtudesk and Nino Aines, expert inside sales agent (ISA) and VA, share their step-by-step process for nurturing leads in this episode of Bosses in Action.

Buyer agent

1. Why did you become a real estate agent?
2. What are your professional goals?
3. How do you build trust with potential homebuyers?
4. Can you share an example of how you successfully turned a buyer's objections into a sale?
5. How do you stay informed on new market trends and developments?
6. Describe a situation where you had to juggle multiple clients with competing needs. How did you handle it?
7. Describe your approach for managing and following up with leads generated through different channels?
8. How do you keep yourself organized and ensure timely follow up with your leads?
9. How do you balance leads showing active interest with those who have a longer timeline?
10. How do you stay on top of follow up when you already have multiple deals under transaction?
11. How do you handle buyers who have unrealistic expectations?
12. Can you provide an example of a challenging negotiation you handled?
13. Can you provide an example of a time when you had to creatively solve a problem to help a buyer find their ideal property?
14. How do you build and maintain relationships with clients and other industry professionals?
15. How do you stay motivated in the face of a challenge?

Tips for interviewing buyer agents:

Bringing on your first buyer’s agent is a pivotal milestone. Tailor your real estate agent interview questions to tease out the candidates who have exceptional interpersonal skills and an intrinsic desire to help people. Your ideal candidate will be tuned into the bigger picture, with clear processes for staying up-to-date on market trends while actively engaging with the hand-raisers in your database.

Green flags:

• Strong knowledge of the buying process
• Excellent market research skills
• Excellent interpersonal skills 

Red flags:

• Chose this profession because they love looking at houses
• No clear approach to building connections with prospects and clients
• No examples of successful lead management and closing strategies

"It’s more than just selling houses and looking at houses. Sure, you love houses. But can you project manage? Are you good with people? Are you good on the phone and client follow up? How do you handle stressful situations.” — Debra Beagle, Managing Broker & Co-owner, The Ashton Real Estate Group of RE/MAX Advantage

⭐Want to hear more from the Managing Broker of the #1 RE/MAX team in the world, Debra Beagle? Check out her Team OS episode on the importance of inspection and consistency when operating a high-performance team.

Listing agent

1. Why did you become a real estate agent?
2. What are your professional goals?
3. How many years of experience do you have in this market and what’s the total number of homes you’ve sold?
4. How do you establish a pricing strategy for a property?
5. Can you describe your previous experience in marketing and promoting listings both offline and online?
6. What strategies do you employ to handle objections and secure a listing agreement?
7. Give an example of how you have successfully marketed a property and generated multiple offers.
8. How do you stay organized and ensure efficient coordination with clients, other agents, and service providers during the listing process?
9. Can you provide an example of how you have managed a situation where a listing faced unexpected challenges or delays?
10. Describe how you utilize social media and other digital marketing channels to increase visibility and generate leads for listings.
11. What’s your process for planning effective open houses or viewings?
12. Can you share examples of creative marketing approaches you've used to promote a property?
13. How do you stay informed about the latest real estate market trends and use that knowledge to position listings competitively?
14. How do you handle difficult clients during the listing process while still maintaining a positive relationship?
15. How do you leverage technology and data to gain a competitive edge in the market?

Tips for interviewing listing agents:

When it comes to hiring future rainmakers, you can’t afford to cut corners. The questions you ask will vary based on your current strategy for marketing to homebuyers and generating seller leads. However, you always want to look for an experienced agent who demonstrates a strong understanding of market pricing and experience promoting properties. Bonus points if you find someone who understands the power of technology in lead generation, marketing, and market analysis.

Green flags:

• Proven track record of home sales
• Strong repeat business
• Excellent interpersonal skills

‍Red flags:

• No proven track record
• No clear process for securing listing agreements

"What we look for and what we’re trying to build with the culture of our organization are people who have been through some adversity. They understand what it’s like to get knocked down. They may or may not have a chip on their shoulder. They want to actually prove people wrong and grind.” — Daniel Dixon, Owner & CEO, The Dixon Group

⭐Want to hear more from Daniel Dixon? Check out his Team OS episode on being a lighthouse for agents. 

Inside sales agent (ISA)

1. What experience do you have in lead generation, lead follow-up, and appointment setting?
2. What strategies do you use for turning potential leads into qualified appointments?
3. How do you establish trust and build rapport with potential clients over the phone?
4. How do you handle objections?
5. How do you handle rejection and maintain a positive attitude during the highs and lows of inside sales?
6. What techniques do you use to nurture leads and maintain ongoing communication throughout the sales process?
7. How do you balance leads showing active interest and those with a longer timeline?
8. Give an example of a challenging lead conversion. How did you manage it successfully?
9. How do you prioritize your prospecting activities to maximize lead generation?
10. Can you provide an example of how you have taken additional steps to provide a strong experience for prospects and clients?
11. Can you share an example of a situation where a lead's circumstances changed during the sales process? How did you handle it?
12. How do you leverage technology to manage and track leads?
13. How do you prioritize and manage your workload to ensure timely response and follow up with leads?
14. Can you describe your experience utilizing real estate software, such as CRM systems?
15. Can you describe your approach to using data insights to increase conversions? How have you measured success in the past?

Tips for interviewing ISAs: 

With the right support and training, an ISA can do so much more than just pick up the phone for agents. Look for candidates who excel in value-led lead prospecting and prioritize individuals who have a positive attitude. Test their ability to build rapport and establish trust over the phone.

Green flags:

• Examples or metrics that demonstrate their success in lead conversion
• Examples of how they turned a negative prospect experience into a positive one

Red flags:

• No clear examples from past work experiences
• Doesn’t take the opportunity to ask you questions
• Can’t communicate a clear process for managing and prioritizing leads

⭐ Are you really ready to hire your first ISA? Dale Archdekin of Smart Sales Coaching shares a simple 5-step process for making a great ISA hire.

Showing assistant

1. How familiar are you with the local real estate market and the types of properties we typically handle?
2. How do you prioritize client preferences when scheduling property showings?
3. How do you adapt to different clients' personalities and communication styles during showings?
4. What steps do you take to ensure exceptional customer service during property viewings?
5. How do you handle potential safety concerns or other challenging situations while conducting showings?
6. Can you describe a situation where you had to solve a problem or address a client's concern during a showing. How did you handle it?
7. How do you stay informed about the features and selling points of the properties you show?
8. How do you ensure confidentiality and discretion when showing properties to clients?
9. What systems do you use to successfully manage multiple showings on the same day?
10. How do you work with real estate agents and other team members in coordinating showings and ensuring a smooth client experience?
11. What experience do you have delivering virtual property tours?
12. What’s your process for maintaining an inventory of listing supplies, such as signs and lockboxes?
13. Can you share examples of times when you were able to help the team save time or increase client satisfaction?
14. How do you stay ahead of industry trends without relying solely on formal training?
15. Can you share an example of how you creatively leveraged technology or digital tools to enhance the showing experience?

Tips for interviewing showing assistants:

Above all, look for candidates who have a passion for creating unforgettable moments for clients. The ideal candidate should be able to schedule and manage multiple property showings efficiently, while adapting to different client personalities and preferences. The right person will be proactively engaged in your local market and excited about embracing digital tools that can improve the showing process for clients.

Green flags:

• Passion for customer experience
• Examples of how they turned a negative client experience into a positive one
• Experience working with different client personalities
• Eagerness to learn new tools and systems

Red flags:

• No clear examples from past work experiences

Marketing specialist

1. What are some of your favorite examples of past real estate marketing campaigns you’ve worked on?
2. What outcomes have you achieved from past campaigns?
3. How do you measure the success of your marketing efforts and adjust your strategies accordingly?
4. Share an example of a time when you had to create a targeted marketing campaign for a specific property or target audience. How did you go about it?
5. How do you stay up-to-date with new marketing trends and technologies specifically catered to the real estate industry?
6. How do you utilize search engine optimization (SEO) techniques to improve the visibility of real estate listings?
7. Can you describe your experience in managing social media marketing for real estate?
8. Describe a situation where you had to solve a problem creatively to overcome a marketing challenge.
9. How do you capture and analyze data to make better marketing decisions?
10. Give an example of how you have effectively collaborated with other real estate professionals to create and implement a successful marketing strategy.
11. How do you stay organized when managing multiple marketing campaigns at the same time?
12. Can you describe your experience utilizing real estate software? Which marketing tools have you used?
13. Can you give an example of how you have successfully integrated digital marketing channels and other ad platforms to drive engagement and lead generation?
14. Describe a time when you had to get creative to overcome a marketing challenge. How did you approach the problem and what was the result?
15. How do you stay ahead of industry trends without relying solely on formal training?

Tips for interviewing marketing specialists:

When hiring a real estate marketing specialist, look for candidates who use both sides of their brains to deliver campaigns that are both creative and data-driven. The right individual will have a passion for staying up-to-date with the latest marketing trends and technologies in the real estate industry. Ask for examples of successful marketing campaigns and their outcomes.

Green flags:

• Examples of successful campaigns
• A passion for learning and testing new marketing tactics

Red flags:

• No clear examples from past work experiences

⭐Operations expert Emily Smith, COO of the Wemert Group, has seen it all. Hear her proven hiring tips for long-term agent and staff retention.

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Transaction coordinator

1. How do you ensure all necessary documents and paperwork are accurately prepared and submitted on time?
2. Was there ever a time you faced a tight closing deadline? How did you manage to meet it?
3. Can you share an example of how you have successfully managed multiple transactions while ensuring accuracy and timeliness?
4. Can you describe your experience communicating with various parties involved in real estate transactions, such as clients, agents, lenders, and attorneys?
5. How do you handle challenges that may arise during the transaction process, such as delays or issues with financing?
6. What tools, checklists, and templates do you use to ensure a smooth transaction flow and keep all parties informed and updated?
7. Can you provide an example of a situation where you had to resolve conflicting requests or demands from different parties involved in a transaction?
8. How do you ensure compliance with legal and regulatory requirements throughout the transaction process?
9. What steps do you take to ensure attention to detail and accuracy in your work?
10. What steps do you take to protect sensitive or confidential information?
11. Describe a time when you successfully resolved a dispute or conflict between clients or other involved parties during a transaction.
12. Can you share examples of how you have improved the client experience during the closing process?
13. What’s your process for identifying, correcting, and streamlining inefficient processes?
14. Can you describe your experience utilizing real estate software, such as CRM systems and transaction management platforms?
15. How do you stay ahead of industry trends without relying solely on formal training?

Tips for interviewing transaction coordinator:

The ideal transaction coordinator will have an eagle’s eye for detail and a passion for client experience. Look for excellent communication skills and the ability to remain calm under pressure. Assess the candidate’s ability to resolve conflicts and ensure compliance with legal and regulatory requirements.

Green flags:

• Accurate grammar and spelling
• Examples of how the candidate caught an error in the past
• Examples of how they turned a negative client experience into a positive one
• Examples of how they helped their team streamline and digitize their processes
• Ability to explain how they handle detailed multi-step processes under pressure

Red flags:

• Spelling mistakes
• Slow communication

There’s no one way to build a team

When building, growing, or optimizing your team, it can be tempting to follow the same playbook everyone else is using. But remember, no two real estate businesses are the same.

No matter who you’re hiring next, take time to adapt these questions to your specific needs and expectations. Incorporate problem-solving and scenario-based questions to assess a candidate’s ability to respond effectively in the real world and identify the rockstars who will help you hit the next level.

By asking specific questions, and staying true to your unique ethos and culture, you can assemble a high-performance real estate team that will take your business wherever you want to go.

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