Virtual assistant services for property management companies

AssistBPO's virtual assistant services for property management companies give you a named assistant who runs the admin behind your doors. Work order follow-up, lease renewals, move-in and move-out paperwork, vendor records, owner updates and the weekly reports your broker wants.

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How does a virtual assistant work for property management?

The assistant is an employee of the group with a backup and a team lead, works inside AppFolio, Buildium, Rent Manager or Propertyware under your login, and keeps your hours. A typical morning starts with the work order queue: open orders reviewed, vendors chased for completion, tenants told what to expect, invoices matched and queued for approval. Then leasing: applications checked for completeness, screening ordered, renewal offers sent for leases 90 days out. Afternoons go to owner requests, move-out inspection scheduling, security deposit accounting drafts and the vendor insurance file. The assistant works from your state notice rules and your triage sheet, escalates anything that looks like a legal question, and closes the day with a report of what was handled, what needs your approval and what is due tomorrow.

What tasks does a virtual assistant cover for property management companies?

  • Review open work orders daily and chase vendors for completion
  • Match vendor invoices to work orders and queue them for approval
  • Send renewal offers 90 days before lease expiry and track responses
  • Prepare move-in packets and move-out inspection schedules
  • Draft security deposit accounting for your approval within the state deadline
  • Answer owner statement questions from the ledger and request repair approvals
  • Track vendor W-9s, insurance certificates and license expirations
  • Send the Monday report: open orders, delinquencies, vacancies, renewals due

The KPI that matters here

Open work orders older than your target and lease renewals sent on time at 90 days. The weekly review tracks both per property.

What rules does a virtual assistant follow for property management?

  1. Fair Housing in leasing. Every prospect gets the same information and the same screening criteria under the Fair Housing Act enforced by HUD and your state's equivalent. Assistants use a written script for availability, criteria and accommodation requests, and never steer or comment on neighborhoods or households.
  2. FCRA and adverse action. Tenant screening runs through your provider under the Fair Credit Reporting Act, enforced by the FTC and CFPB. Assistants order reports only with the applicant's authorization, apply your written criteria, and send adverse action notices with the required disclosures on your decision.
  3. State landlord-tenant rules. Notice periods for entry, rent increases, non-renewal and late fees vary by state and city. We keep a rules sheet per jurisdiction you manage and follow it for every notice, and anything that looks like a legal question goes to you or your attorney.
  4. TCPA for prospect and tenant texts. Showing confirmations, maintenance updates and renewal reminders go by text only with lawful consent and do-not-call scrubbing under the Telephone Consumer Protection Act enforced by the FCC, with opt-out wording on every message.

Property management software we work in

Also in use

  • Rent Manager
  • Propertyware
  • Property Meld

See all 80 tools we work in

More for property management companies

Other services for property management

Virtual assistant in other industries

Frequently asked questions

What can the assistant do in our property management software?

Work orders, tenant and owner communications, leasing pipeline, lease documents, vendor records, inspections and reports in AppFolio, Buildium, Rent Manager or Propertyware, under your user account with the permissions you set. Accounting entries such as ledger corrections or vendor bill entry can be included with a review step by your bookkeeper. We do not move funds or approve payments unless you specifically grant that and set a limit.

Can the assistant send legal notices to tenants?

The assistant prepares and sends notices from your approved templates, such as late rent notices, renewal offers, rent increase letters and entry notices, following the notice period rules for each state and city you manage. Notices to quit, eviction filings and anything that starts a legal process are prepared for your signature or your attorney's, never sent on the assistant's own judgment.

How do you handle security deposit accounting?

After the move-out inspection, the assistant drafts the deposit accounting from the inspection report, the move-in condition report and the vendor invoices, itemizes deductions with photos, and queues it for your approval with the state deadline shown. Once you approve, the statement and any refund request go out through your process. Interest, forwarding address and itemization rules are kept on the jurisdiction sheet.

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