· Reviewed by Issabela Masters
Why do Buildium users need a virtual assistant?
A property manager on Buildium with 150 or 300 doors spends the day reacting: a leak reported through the Resident Center at 7am, a lease expiring in 30 days with no renewal offer sent, an application waiting on a screening result, an owner asking why the statement shows a plumbing bill, a vendor who has not confirmed the appointment. Buildium holds all of it in tasks, work orders and records, but the records only stay true if somebody works them every hour. An assistant does. They log every request as a work order, assign the vendor, follow up until it closes, keep leases and tenant contacts current, process applications under your screening rules, send renewal offers on your schedule, post announcements and enter bills with attachments. You keep the judgment calls; the queue stops growing.
What can a virtual assistant do inside Buildium?
- Maintenance requests and work orders
- Turns Resident Center requests, calls and emails into work orders with photos and urgency, assigns your preferred vendor, confirms the appointment with the tenant, follows up until the job closes and records the cost.
- Tasks
- Works the to-dos, resident requests, rental owner requests and contact requests every day, assigns owners, sets due dates and clears stale tasks so the list reflects real work.
- Applications and screening
- Processes rental applications as they arrive, orders screening under your criteria and process, updates applicants on status with fair housing aware wording and moves approved applicants to a lease.
- Leases and renewals
- Creates lease records from your templates, sends eLease and eSignature packets, tracks lease expirations 60 and 90 days out, sends renewal offers on your instruction and completes move-in and move-out checklists.
- Tenants and Resident Center
- Keeps tenant contact details, co-signers, pets and vehicles current, sends portal invitations, helps residents set up ePay and uploads renters insurance certificates to the record.
- Communications
- Sends emails, texts, mailings and announcements from Buildium so every message is logged on the property or tenant record, and answers routine tenant questions from your knowledge base.
- Vendors and bills
- Maintains vendor records, collects W-9s and insurance certificates, enters bills with attachments against the right property and work order, and leaves approvals and payments with you.
- Reports and documents
- Runs rent roll, delinquency, lease expiration and work order aging reports weekly, files documents on the correct property, unit or tenant record and prepares owner report packs for your review.
Integrations we handle
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Buildium and Zillow and Apartments.com syndication
Keeps vacancy listings complete with photos, rent and availability dates so syndicated listings stay accurate and inquiries route to the right inbox.
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Buildium and TransUnion SmartMove screening
Orders screening from the application under your criteria and files the results on the applicant record for your decision.
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Buildium and Zapier
Routes new leads and maintenance requests into Slack, sheets or your CRM and reviews failed Zaps weekly.
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Buildium and Google Workspace
Maintains inspection photos, vendor quotes and owner correspondence in Drive and the leasing pipeline in Sheets.
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Buildium and RingCentral
Answers the tenant and leasing line from a softphone and logs each call on the Buildium record it belongs to.
