What is a property management virtual
assistant?
So, ‘what is a property management virtual assistant?’ A property management virtual
assistant is an offshore employee who can carry out administrative tasks for your real
estate business. Although they are remote, they are 100% dedicated to your business.
A property management virtual assistant can help streamline your operations,
maximise overall performance, reduce costs, boost your bottom line, and scale and
develop a robust real estate business. Supporting your in-house property management
team, they help your business perform at its peak, every day. That’s why, around the
world, more and more real estate businesses are scaling through outsourcing and
hiring dedicated property management virtual assistants.
Title: Property Management Virtual Assistant Training Module
Module 1: Introduction to Property Management
Overview of property management and the role of a virtual assistant in property
management.
Understanding the key responsibilities and tasks of a property management
virtual assistant.
Module 2: Communication and Customer Service
Importance of effective communication in property management.
Developing strong customer service skills to assist tenants and property owners.
Tips for handling maintenance calls and tenant inquiries professionally.
Module 3: Tenant Relations
Handling tenant inquiries, complaints, and requests in a timely and efficient
manner.
Guidelines for verifying rental and employment information for prospective
tenants.
Assisting with lease paperwork preparation and ensuring completeness of
documentation.
Module 4: Property Maintenance and Repairs
Coordinating necessary repairs and maintenance for properties.
Monitoring and tracking maintenance issues in a property management system.
Ensuring compliance with property management policies and government
regulations.
Module 5: Property Listings and Marketing
Assisting with listing properties on platforms like Airbnb, Booking.com, and
Hostaway.
Conducting rental market research to determine appropriate rental rates.
Coordinating self-showing appointments for potential tenants.
Module 6: CRM Management
Properly managing leads and contacts in the CRM system.
Nurturing potential clients and following up on leads to enhance conversion
rates.
Sending internal Key Performance Indicators (KPIs) regularly.
Module 7: Financial Management
Entering invoices into the accounting system.
Managing utility billback process and billing tenants accordingly.
Assisting tenants in obtaining renters insurance coverage.
Module 8: Reporting and Data Management
Gathering data and generating reports for property owners.
Monitoring central email inbox and responding to inquiries promptly.
Collecting and managing vendor W9 forms.
Module 9: Onboarding and Training
Facilitating the onboarding process for new properties.
Providing training and support to new team members, if applicable.
Module 10: Time Management and Organization
Tips for effective time management and prioritizing tasks.
Staying organized and maintaining efficient workflows.
Conclusion:
Congratulations on completing the Property Management Virtual Assistant training
module! You are now equipped with the necessary knowledge and skills to excel in your
role as a property management virtual assistant. Remember to communicate effectively,
provide excellent customer service, and handle tasks efficiently to contribute to the
success of the property management team. Good luck in your new position!
Module 1:
Property Management Virtual Assistant Job Description - Tasks & Duties (globalstrategic.com)
How to do a rental property walk through inspection
VIDEO MOVE IN AND MOVE OUT INSPECTIONS
Thorough videos, to check serial numbers inside out of appliance and other things
-meter number, manufacturer, front and back door, video will take 45 mins, open the cabinets ahead of
time, lighting must be bright to see minute details, slow and deliberate, ceiling to floor, walk the walls,
Also ask tenants to take videos before they move in and move out. Remind tenants that you have a video
recorded which they can check.
DocuSign, BlueInk
Password Management software
Calendly
