Virtual Assistance & Operations

Property Management Virtual Assistant

Tenant communication, maintenance coordination, rent chasing and listing admin for property managers.

Book a Call Hire for this

Flat lay illustrating Property Management Virtual Assistant - a virtual assistant desk: weekly planner with handwritten tasks, sticky flags, envelopes.

Who this is for

Independent property managers
Landlords with growing portfolios
Short-term rental operators
Small property management firms with no admin hire

Problems solved

- Tenant enquiries wait days for a reply
- Maintenance tickets fall between vendor and tenant
- Rent arrears follow-up is inconsistent
- Renewals are handled late

What I handle

Tenant enquiry and application response

Maintenance ticket intake, vendor scheduling and closure

Rent arrears reminder sequences

Lease renewal and documentation admin

Listing creation and update across portals

Owner reporting pack preparation

Deliverables

✓ Response SLA on tenant enquiries
✓ Maintenance tracker with status per unit
✓ Arrears report with actions taken
✓ Renewal calendar per lease

Tools

AppFolio / Buildium portalsGoogle WorkspaceWhatsAppDocuSignGoogle Sheets

Process

01
Map the portfolio
List units, lease dates, vendors and current open items.
02
Set SLAs
Agree response windows for enquiries, maintenance and arrears.
03
Run
Daily inbox, ticket and arrears execution.
04
Report
Weekly owner-facing status with escalations flagged.

Example workflows

- Maintenance request: log, quote, schedule vendor, confirm completion with tenant
- Rent late: day 1 reminder, day 5 call script, day 10 escalation to you
- Lease 90 days out: renewal outreach and paperwork prep

KPIs I track

Enquiry response timeMaintenance ticket closure timeArrears recoveredRenewal rate

Frequently asked

Do you handle legal notices?

No. I prepare and track documentation; anything with legal weight is issued by you or your attorney.

Can you speak to tenants directly?

Yes, by email, portal and WhatsApp, using scripts and tone you approve.

Do you handle trust accounting?

No. I keep records and chase payments; accounting stays with your bookkeeper.

Real Estate Virtual Assistant

Listing admin, lead follow-up, and transaction coordination for busy agents and teams.

Customer Support Admin

Ticket triage, first responses, and SLA discipline.

Accounts Receivable Support

Invoices sent on time, followed up, and collected.

Ready to hand this off?

Tell me a little about your team and this workstream - I'll come back with fit and a starting plan.

Send an inquiry Book a call