Top Rated Virtual Assistant Services | MyVATeam
Property Management
A property manager is in charge of the daily operations of residential, commercial, or industrial properties. Meeting with potential tenants, collecting rent, supervising repairs and maintenance work, handling marketing and advertising, hiring maintenance and security staff, acting as a liaison between property owners and tenants, and other tasks as assigned by the owners are all part of the job.
Property managers, as you might expect, have a lot on their plates. Hiring a virtual assistant property manager enables them to delegate some of their responsibilities, especially those that can be completed remotely. This frees them up to handle tasks that require face-to-face interaction, such as property tours and meetings with tenants and service providers. They don’t have to take their work home because they’ve delegated some of their responsibilities at work to their virtual assistant. This translates into more time spent with their family.
If you work in property management, having a VA (virtual assistant) take on some assistant property manager duties will benefit you. But first, consider what a property manager VA can do.
WHAT DO A VIRTUAL ASSISTANT PROPERTY MANAGER'S RESPONSIBILITIES INCLUDE?
There are several types of property managers, but we’ll concentrate on the two most common: residential and commercial property managers. Residential property managers are in charge of single-family and multi-family homes, condos, and co-ops. Non-residential property managers, on the other hand, manage commercial real estate such as office buildings, retail stores, shopping centers, self-storage facilities, recreational centers, commercial buildings, and other assets.
An assistant property manager’s responsibilities for commercial properties differ slightly from those of a residential assistant property manager. However, for both of these VA types, the goal is for the virtual assistant to relieve the property manager of some of the work so that each one can be properly attended to. If the property manager is expected to do everything, some problems may go unresolved, tasks may be rushed or done haphazardly, and important issues may fall through the cracks. That’s bad for any business, period.
However, if you’re working with an assistant property manager, don’t dump all of the work on the VA. You should be clear about the property manager VA’s responsibilities from the start. The most important are:
1. HANDLING PROPERTY MANAGEMENT SOFTWARE
Property management software is used to keep track of client and contractor information, manage accounts, analyze data, and automate reminders. Your virtual assistant property manager can ensure that the property management software is used to its full potential. Because all data is stored and backed up online via the software, the need for paper files is eliminated, and your VA can work from anywhere in the world.
2. MANAGING SCHEDULES
You must keep track of your schedule as a property manager. You must meet with both current and prospective tenants. You must also collect rent, ensure that repairs are completed on time, and manage the budget, among other responsibilities.
Time management is critical to successfully managing properties. One of the primary responsibilities of an assistant property manager is to organize your schedule. Your calendar will be managed by them, and they’ll make sure you never forget an appointment. They will reply to initial questions and get in touch with individuals to schedule meetings. Additionally, they will ensure that you meet with tenants who don’t reply and follow up with them.
3. HANDLING COMPLAINTS AND MAINTENANCE REQUESTS
Property maintenance is critical to your company’s success. You don’t want existing tenants to complain, and you don’t want potential tenants to be disappointed by the property’s appearance. The assistant property manager will work with the property manager to ensure that requests for repairs and maintenance work are handled as soon as possible.
4. DEVELOPING AND IMPLEMENTING MARKETING STRATEGIES
Without effective marketing, every firm would find it difficult to grow. If you are unable to focus on marketing due to other equally important tasks, an assistant property manager will assist you.
PROPERTY MANAGER VIRTUAL ASSISTANT TASKS
1. APPLICATION RECEIPT AND PROCESSING
Virtual assistant property managers are in charge of receiving application forms from potential tenants. They can also conduct the preliminary interview via Zoom or other online communication tools. Property manager virtual assistants may also conduct credit checks and contact the references provided by the clients.
After verifying the requirements, the VAs will begin processing the tenant’s application. At this point, they may need to request additional information and documents.
2. GIVING VIRTUAL PROPERTY TOURS
Property manager virtual assistants can create a photo gallery, slideshow, or video of the property and its amenities to give prospective tenants a “tour” online.
3. FILES MANAGEMENT
To keep the database up to date, the assistant property manager will enter all collected data into the property management software. To make communication with tenants easier and more effective, keep personal information and contact information up to date.
In addition, the virtual assistant will keep track of complaints, maintenance requests, and other issues. Each file will contain the issue, before and after photos, the level of urgency, the action is taken, and other critical information. This procedure will ensure that all issues are resolved as soon as possible.
4. CONTACT MANAGEMENT
Property managers require well-organized lists of contractors, vendors, tradespeople, contacts with local governments, and other individuals and businesses. These lists should be kept current with current contact information and rates.
An assistant can keep these contact lists up to date and add new service providers and suppliers, as well as their rates, to them. The assistant will actively seek out businesses that offer lower prices and specific services. This will allow the property manager to provide better services and respond to requests more quickly.
5. RECEIVING MAINTENANCE APPLICATIONS
The virtual assistant will not be on-site, but they will be able to take calls, emails, and direct messages about various issues. Each request will be recorded by the VA so that the property manager can review and refer to them in the future if necessary. The virtual assistant will also forward the request to the professional who will be performing the maintenance or repair work.
Some property management companies employ a maintenance professional. Others keep a list of contractors on hand and hire them as needed. However, there will be times when maintenance personnel are unavailable or busy with other requests. The property manager can delegate the task of finding and hiring an available contractor to their VA.
6. BILLING AND PAYMENT PROCESSING
Property managers with virtual assistants can ensure that all utility bills and invoices are paid on time. They are able to manage payrolls, send payment notifications, and file receipts and bills.
7. CHECKING IN ON LATE PAYMENTS
When a tenant fails to pay the rent on time, the property manager can delegate the task to the assistant. They can contact the tenant by phone or email to remind them of their unpaid bill.
8. HELPING WITH BOOKKEEPING DUTIES
FreshBooks, for example, can be used by an assistant property manager to record financial data. They can assist in organizing tax documents, receipts, invoices, and other financial records so that you or an accountant can keep track of finances more easily.
9. VACANT PROPERTY LISTING
Manager of real estate VAs can maintain an up-to-date list of available properties and post vacant ones on the company website and syndication sites as soon as they become available. The VA can also compile a list of websites where you can publish listings for vacant properties in order to reach more clients.