Property Management Assistant

Our Property Management Virtual Assistants help landlords and property managers handle leases, rent collection, maintenance coordination, and tenant relations to ensure smooth operations and improved property performance.

🗂️ Administrative Support

Database Management: Maintain CRM systems like Buildium, AppFolio, or Propertyware.
Document Handling: Organize leases, contracts, and tenant files.
Reporting: Prepare rental income, expense, and occupancy reports.
Scheduling: Manage inspections, renewals, and maintenance calendars.
Notices: Send rent reminders and lease renewal updates.

💬 Tenant Communication & Support

Inquiry Handling: Respond to tenant messages via phone, email, or chat.
Issue Escalation: Coordinate maintenance or repair requests.
Payment Notices: Send rent reminders and late payment follow-ups.
Move Management: Assist with move-ins, move-outs, and feedback.
Tenant Relations: Maintain positive communication and satisfaction.

🧾 Lease Management

Lease Preparation: Draft agreements and manage renewals or terminations.
Tracking: Monitor lease expirations and renewal dates.
Compliance: Ensure all documents meet local rental laws.
Digital Signing: Prepare and send via DocuSign or HelloSign.
Rate Updates: Adjust rent terms as directed by managers.

💰 Rent Collection & Accounting Support

Payment Recording: Log rent payments and track outstanding balances.
Reminders: Send automated overdue notices and receipts.
Financial Reconciliation: Sync data with QuickBooks or Xero.
Billing: Generate invoices and handle property-related payments.
Reporting: Prepare monthly rent and income summaries.

🏘️ Property Listings & Marketing

Listing Management: Post rentals on Zillow, Apartments.com, and Facebook.
SEO Writing: Create compelling, optimized property descriptions.
Media Uploads: Add photos, videos, and virtual tours.
Inquiries: Respond to rental leads and pre-screen tenants.
Tracking: Maintain a marketing log for active listings.

🔍 Tenant Screening & Application Management

Application Handling: Organize and review rental applications.
Screening: Conduct background and employment checks.
Verification: Confirm income and references.
Scheduling: Book showings or virtual tours.
Communication: Update applicants on their status.

🛠️ Maintenance Coordination

Request Management: Log and track maintenance issues.
Vendor Coordination: Schedule repairs and inspections.
Follow-ups: Ensure completion and quality of work.
Recurring Tasks: Manage HVAC, pest control, and other schedules.
Cost Estimates: Obtain approvals before repair work.

📊 Reporting & Analytics

Performance Reports: Generate occupancy and income summaries.
KPI Tracking: Measure rent collection and maintenance turnaround.
Dashboards: Create visual analytics for management.
Insights: Identify cost-saving and improvement areas.
Comparisons: Track property performance trends.

🧠 Owner & Vendor Coordination

Owner Reports: Share updates, income statements, and P&L summaries.
Vendor Management: Coordinate service providers and contracts.
Contacts: Maintain a list of trusted maintenance vendors.
Onboarding: Assist with new property owner setup.
Renewals: Track service agreements and renewals.

💼 Compliance & Documentation

Legal Compliance: Ensure leases and operations follow local laws.
Regulations: Stay updated with property codes and housing rules.
Documentation: Maintain inspection, insurance, and tax files.
Licensing: Track renewals of property permits and licenses.
Recordkeeping: Keep all documents organized and accessible.