What Can My VA Do For Me?

Our virtual assistants can manage turnover tasks, including sending out renewals, non-renewals, and rent increases. For any non-renewals, they can update the listing to ensure it's ready to post—verifying fair housing compliance, updating qualifications, and arranging new marketing photos if needed.

Our VAs can manage incoming leads from various channels—phone, email, text, social media, and applications. We provide training for virtual assistants to process applications from start to finish. Our tenant screening checklist uses an algorithm to evaluate applicants objectively, helping ensure Fair Housing compliance and offering clear, color-coded risk levels; one client even passed a six-month Fair Housing audit thanks to this system.

A virtual assistant can prepare various types of contracts, including leases, management agreements, renewals, non-renewals, and rent increases. This support helps streamline operations by ensuring all documents are ready for review and execution in a timely and organized manner.

A task that often gets overlooked but is crucial is removing rental listings from syndication sites like Zillow and Realtor.com, as it can take 2–3 business days for them to come down automatically. To avoid misleading potential renters, virtual assistants at our office log in and manually remove the listings as soon as a unit is rented.

Virtual assistants can assist with leasing calls and are thoroughly trained to do so—each completes six hours of Fair Housing training before ever speaking with prospects. This ensures they know exactly what they can and cannot say, helping your company stay compliant and avoid any Fair Housing issues.

Assigning virtual assistants to handle mainline calls is a great way to get them up to speed quickly, as it immerses them in all aspects of the business. By interacting with various callers, they quickly learn who handles what and how different situations are managed.

Virtual assistants can assist with follow-up calls for applications, renewals, e-signatures, leads, and even business development inquiries. While they shouldn't handle management presentations, they can consistently follow up via calls, texts, and emails to keep prospects engaged and get them back in front of your Business Development Manager.

Virtual assistants can handle the administrative side of maintenance, including gathering quotes, scheduling with vendors and tenants, assigning costs, and closing out work orders. However, if you need someone to troubleshoot maintenance issues over the phone with tenants, that requires a VA with specific construction knowledge, and a special placement would be needed.

Virtual assistants can handle logistical follow-up calls to utility companies, HOAs, code enforcement, home warranties, and other time-consuming institutions known for long hold times and AI menus. They can gather and relay updates, and if needed, they can three-way you into the call once a live rep is on, saving your team hours each week.

Virtual assistants can help your team by organizing email inboxes daily—clearing marketing emails, handling scheduling, managing calendars, confirming receipt of messages, and texting urgent matters to prevent small issues from escalating. They respond directly from the property manager’s inbox using their own signature, making it easy for managers to step in if needed and allowing VAs to handle initial communications and set expectations efficiently.

Virtual assistants can manage letters and notices using services like letterstream.com, where they upload notices such as 3-day or 5-day warnings and choose mailing options like priority or certified. They also track and file the mailing receipts to ensure proper documentation and follow-up.

Virtual assistants play a key role in turnover management by scheduling inspections and reviewing move-in and move-out videos to identify issues like pet or smoke odors and needed repairs. They coordinate vendors, set owner expectations on costs and timelines, and begin security deposit claim processes to ensure a smooth turnover.

Virtual assistants can handle basic accounting tasks like payables, receivables, and simple data entry with ease. However, for full bookkeeping services such as reconciliations and report generation, a specialized VA with bookkeeping expertise is required and must be specifically requested.

Virtual assistants excel at follow-ups and reminders, managing tasks like updating CRMs, sending agreements, and keeping meeting notes organized to ensure nothing falls through the cracks. They track KPIs, update to-do lists, follow up with team members, and escalate issues when needed, helping teams stay on top of goals and priorities in real time.