16 Tasks to Delegate to a Property Management Virtual Assistant

It takes a long list of tasks to be successful as a property manager. What others may not know yet, however, is that virtual assistants can help out in clearing tasks and getting more done in a day.

In this article, we’ll go over some tasks commonly delegated to property management virtual assistants.

As you’ll see, these are tasks that come from a property manager’s to-do list. As an entrepreneur, you can check out this list and decide on the ones you’d love to have done by someone else.

What is a Virtual Property Management Assistant?

First off, let’s discuss what a property management virtual assistant is.

A property management virtual assistant is a remote assistant who provides professional services to property managers. 

They can take over a lot of tasks done by in-person property managers, like handling tenant applications, screening applicants, handling email and phone correspondence, and much more. 

They can do almost all the same work as an in-person property management assistant can do, but remotely.

In general, virtual assistants come with unique sets of skills that could cover anything from remote office administration, customer service, social media marketing, content creation, and other specialized work.

For property managers, virtual assistants can be utilized so you can focus on growing your portfolio of housing, strategizing to decrease vacancies, and other revenue-generating or cost-saving activities.

16 Tasks to Delegate to a Property Management Virtual Assistant

Here are 16 tasks that are commonly delegated to a property management virtual assistant.

1. Manage Virtual Tours

The practice of minimizing personal showings created by the pandemic is here to stay for both real estate professionals, renters, and buyers. As such, maintaining virtual tours to always be functional is a must when you’re a property manager.

Setting it up would be part of your to-do list as it requires you to personally take photos and videos. Your virtual assistant can then do some touch-ups and edit videos to make your rental presentation even better.

Instead of spending hours inspecting your virtual tour for possible improvements, you can delegate its management to a virtual assistant.

They can make sure your virtual tour is a worthy experience for your leads by checking loading speeds, photo quality, and even flagging corners and features that could be further improved by retaking photos.

If you’ve already invested in providing virtual tours for your rentals, it’s a great idea to make sure someone keeps an eye on the quality of the experience you’re providing to your viewers.

2. Prepare Contracts and Templates

Virtual assistants are reliable for taking care of grueling paperwork for business owners. As such, you can leverage their expertise by outsourcing the preparation of your leasing agreements to a property management virtual assistant.

Property management virtual assistants can take care of creating rental agreement templates, as well as drafting copy that lays out the specifics of your agreement with each tenant.

They can also take care of preparing billing statements that indicate extra charges or discounts incurred by your tenants.

3. Manage Your Calendar

Part of the administrative work that virtual assistants usually handle for their clients is schedule management.

Some renters and owners may still want to have personal meetings, while you already have scheduled conferences, maintenance, and repairs.

As these activities pile up. Optimizing your calendar for what schedule works best may take more time in your day.

You can have a virtual assistant optimize your calendar by taking over repair requests, scheduling appointments, and overall designing a schedule that works for you.

Just give them a picture of an ideal workday for you, and they’ll make sure you’re always in it, coming to meetings on time, and not missing opportunities while you’re working on revenue-generating activities.

4. Act as Inbound Concierge

You can also have your property management virtual assistant take in calls and emails, translate them into concise memos, and even schedule appointments right as they receive calls.

As you may not be able to respond to every call, text, or email, you can miss out on opportunities to get more listings or close more rental agreements.

Having a virtual receptionist for your business can help avoid that. They can immediately respond to inquiries, coordinate follow-ups, and schedule appointments right as they come.

This is best if your virtual assistant also handles your schedule, as they’ll immediately know which time slots can be offered to inquirers.

5. Screen Tenant Applications

If you handle a lot of properties, or just properties that tend to get a lot of applicants, you could be going through applications for days on end.

A property management virtual assistant can help you go sift through multiple tenant applications and give you a shortlist to work with, instead.

That could be a whole lot of time saved, especially if you’re currently working on a lot of other growth activities like finding other properties and coordinating renovations.

6. Resolve Tenant Complaints

It can also be your virtual assistant’s responsibility to attend to the resolution of common tenant complaints.

By training someone to offer viable solutions to common tenant issues, you can provide a reliable service to your clients.

You can even leverage the time difference and employ customer service virtual assistants to provide 24/7 service to your tenants.

7. Prepare Reports

Data can be exhausting to work with, yet it is essential in tracking business goals. 

Let your property management virtual assistant gather data across all your rentals and create reports so you can measure your business’s performance, as well as gain insight into possible revenue streams.

Find someone who can work with qualitative and quantitative data so they can provide insightful reports to your team and your clients.

You can even have them manage a feedback loop for tenants so you can do a better job of being a landlord.

8. Manage Social Media Promotions

If you’re using social media to gain business, regular activity is a must so you can expand your reach and grow your business.

Planning and creating your content, as well as engaging with your target audience are activities you can outsource to a property management virtual assistant. This helps your rentals gain more exposure organically or for free.

Social media ads are also a great way to increase your reach. Delegate the campaign’s planning, execution, and budgeting to a virtual assistant and see the impact it will have on your business.

9. Handle Copywriting Tasks

Copywriting is a skill that can unlock a lot of business opportunities for you. Find a property management virtual assistant who can do this for you.

Effective ad and sales copy can gain you more business. Providing written resources and great description pages for your rentals can also have the same effect. Have them write print ads, blogs, whitepapers, and even flyers to help build your brand as a property manager.

You can even have pages that go into full detail about the different services you offer as a property manager.

Not only that, but a copywriting virtual assistant can also help you optimize listings for search engines like Google and Bing, increasing the discoverability of your rentals.

Consider outsourcing your copywriting tasks to a virtual assistant and see how much more digital traffic it can generate for your business.

10. Prepare Graphic Templates

If you need graphics templates for your marketing activities and social media posting, you can delegate its creation to a property management virtual assistant with the skills you need. 

Let them create a branding guide and templates that easily highlight your rental’s best features or why your property management service is the best. 

Have them prepare an editorial calendar so you can approve content before it goes out.

11. Edit Videos

Whether it's excerpts of a virtual tour, a fully-recorded tour, or any other video content, you can have a property management virtual assistant do that for you if they have video editing skills.

If you’re running a YouTube channel or Instagram and TikTok for your property management services, you can have them create and manage content for these platforms.

Doing this can further improve the value of your services for renters, and can even entice more investors to work with you in renting out their properties.

12. Coordinate Third-Party Services

As you get busy with the many tasks it takes to be a successful property manager, there will be times when you need third-party services.

For the busiest days, property management virtual assistants can help you coordinate third-party services.

They can schedule and remotely supervise a property’s turnover, tenants moving in and out, coordinate deliveries of your print ads and staging props, and also schedule repairs and real estate photography sessions.

13. Update Property Management Software

Listings should always be updated, but that’s not easy when you have a lot of moving parts in a growing business.

You can have a property management virtual assistant update your property management software and online listings to make sure your prospects are always presented with pertinent information regarding rentals.

This way, you can instead focus on planning major renovations and major purchases to improve your services and the properties you handle. Having someone updating your database means you can easily spot which properties can be further improved.

14. File Management

In any industry, working in an organized manner helps a lot with keeping workflows smooth and fast.

As this is a detail-oriented task that requires time you may not have, you can hire a property management virtual assistant to keep all your files organized on a cloud service like Dropbox or Google Drive.

They can even create a system for you to make sure new team members can easily find what they need at all times.

15. Conduct Market Research

Hiring a property management virtual assistant to do market research is also a great investment for property managers.

They can scout the market for opportunities like sources of listing appointments, profitable niches and areas, and also market trends on rental prices. They can also help you complete due diligence in researching new properties.

This can save you a lot of time in research, while you still get to actively engage in revenue-generating activities.

16. Handle Lead Management

Your property management virtual assistant can also work on finding you leads.

In line with that, they can also do some outreach to gauge a prospect’s interest in your services or listings, as well as create a lead scoring system so you know which people to talk to first, and which sources of leads are the best.

That’s prospecting off your to-do list, so you have more time to talk to renters and investors or even rest!

Bottom Line

There are a lot of jobs to be done for property managers. While some of them may require you to drive to different locations, the remote tasks can be outsourced to a virtual property management assistant.

Working smart is a great compliment to working hard. With virtual assistants, you get to have more control over which tasks take up your time, without the cost of hiring a local assistant.

If you’re interested in working with a property management virtual assistant, fill out this form and one of our consultants will get in touch with you.

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