A quick Google search for “firing property managers” yields over 1 billion results. This number isn't just a statistic; it’s a clear indication of widespread dissatisfaction among property owners. But why are so many landlords driven to the point of wanting to change property management companies? That’s what we’re going to share below, along with some tips on how to prevent owner dissatisfaction with the help of a property management virtual administrative assistant.

Why Owners Fire Property Managers and How to Prevent It

Poor Communication

Effective communication is vital in property management. If owners can’t get a hold of you, they get apprehensive about their property.

There are three main communication complaints that property owners usually have: response time, phone tag, and updates.

Here’s how to address these with the help of your property management virtual administrative assistant:

Slow or Lack of Responsiveness

Slow response times make clients lose trust. If they don’t hear from you, they start doubting your process. Ensure that you and your staff are accessible to your clients. This makes hiring a property management assistant crucial. They can help you manage your inbox and calls, ensuring timely responses to all your communication channels.

With VirtuallyinCredible, our virtual assistants are backed by our Phone Tenders 24/7 Call Center. This means that even when your VA is occupied by other tasks or on another call, there’ll be someone to respond promptly to inquiries. With this, you can ensure that urgent messages are prioritized and routine communications are handled efficiently, so no inquiries are left unanswered.

Phone Tag

Avoid phone tag by having someone available to answer calls when you're out and by arranging a specific time to call back. A virtual assistant can manage these calls and schedule follow-ups. This ensures that no call goes unanswered and that owners always feel connected and informed.

No Updates

Keep your clients informed about any updates to the property or contract. Owners don’t like surprises. By keeping them in the loop, you can avoid misunderstandings and build trust.

A virtual assistant can help maintain regular communication by sending updates and reminders. They ensure that all changes and important information are communicated clearly and promptly, reducing the chances of owners being caught off guard.

From managing your emails to reminding you of meetings, our assistants ensure that you get things done on time. This level of organization and professionalism will impress your clients and keep them satisfied.

Inability to Speak With a Live Person

Few things are more frustrating for property owners than being unable to speak directly with their property manager. Being sent to voicemail or interacting with an AI agent instead of a live person can leave owners feeling worried that their problems might not be solved.

We’re not suggesting that you answer all your calls live yourself. As a busy property manager, we know that being tied to your phone is the last thing that you want. That’s why we’re offering you with Virtual Assistants and Call Center services. At VirtuallyinCredible, our virtual assistants can answer these calls with the expertise to handle your specific processes. They can become so familiar with your operations that they can be mistaken as someone sitting in your office.

During after-hours or when your virtual administrative assistant is on other calls, our call center provides backup support. This ensures every call is answered promptly. When owners feel heard and supported, they are far less likely to think about changing management companies.

Longer Vacancies

Longer vacancies are another common issue that can lead to dissatisfied property owners. This problem can be mitigated by using a virtual showing service. Virtual tours allow potential tenants to view properties online, making it easier to market them. These tours can be optimized for better SEO visibility, ensuring that your properties are seen by more potential renters. This will help you reduce your days on the market.

Once you’re getting tenant leads, make sure that you don’t lose them because you’re too busy to answer the phone. Hire a virtual assistant with call center backing to ensure all calls are answered even while you sleep or handle other important tasks.

Outdated Strategies

Competitors who have adopted modern strategies, such as using a virtual assistant to handle administrative tasks, spend less time on administrative work and more time building relationships and growing their rent roll.

To stay competitive, you need to embrace a culture of continuous improvement. Our virtual assistants can help you streamline your processes by taking over many of your administrative tasks, freeing you up to focus on more critical aspects of your business.

We also offer a virtual showing service that allows your prospective tenants to view properties without the need for personal showings, saving you time and money. Additionally, with virtual tours, you can show your property to many people at the same time, significantly increasing your reach and helping reduce your days on the market.

Hire a Property Management Virtual Administrative Assistant Today!

Imagine the impact of losing a long-term client due to easily avoidable mistakes. It’s not just one property lost; it’s a hit to your reputation, negative reviews, and potential clients shying away.

The good news is that preventing this from happening is easy. Answering all their calls, embracing technology, and getting help with your routine tasks are all strategies that will help you retain your clients and grow your business.
Need help with that? VirtuallyinCredible is just a click away. We can help you provide excellent service so you can prevent owners from looking elsewhere. Schedule a demo now to learn how we can help you!