Property management is a people-focused business. That mindset extends to the individuals you hire to join your team. You want to be sure that the professionals you work with support your company’s reputation and can consistently deliver the best possible service. At the same time, every company is limited in who and how many employees they can hire.
Hiring virtual assistants is one way to fill your staffing gaps without overextending your resources. They’re becoming an increasingly viable option as the variety and quality of work teams can do remotely improves over time.
In this post, we’ll cover what you need to know about property management virtual assistants, when they make sense over traditional staffing, and how to introduce them in a way that enhances—rather than disrupts—the way you do business.
What Are Virtual Assistants?
Virtual assistants (VAs) are remote workers who offer a range of administrative, technical, or creative assistance to businesses. While their specialties, experience levels, and location can vary greatly, VAs are often flexible and can help with a range of jobs that support business operations. They typically perform tasks such as email management, scheduling, customer service, data entry, and more. These jobs are often time-consuming, but don’t necessarily require years of industry expertise or intimate knowledge of your specific business.
For property management companies, this means that VAs can handle many backend responsibilities such as scheduling tasks for your team, creating marketing materials, researching prospective clients, vendors, and other partners, collecting, organizing, and fielding requests from tenants, and entering data to your accounting and property management software systems.
Benefits to Expect from Property Management Virtual Assistants
As you might have already gathered, hiring one or a handful of property management virtual assistants comes with some advantages. It allows business owners to focus on more strategic or client and renter-facing activities while delegating more routine operational tasks to a capable professional. This can lead to improved efficiency and productivity and let you maintain a high level of personalized service, even as your business expands.
Additionally, VAs can help save money on overhead costs since they work remotely and typically charge by the hour or per task. This can help property managers operating with a tight budget, or businesses that want to invest the funds they have into other areas.
Another significant benefit is the ability to scale operations without the need for additional office space or equipment. As the business grows, it is easy to increase the number of virtual assistants to meet expanding needs.
Some VAs can even bring specialized skills and expertise that may not be readily available in-house, such as marketing, social media management, or proficiency with specific types of software.
When Not to Use Virtual Assistants
While the uses for virtual assistants are growing, especially since remote work has become commonplace, there are still situations where relying on them may not be the right move. For instance, tasks that require a physical presence, such as property showings or on-site inspections, cannot be effectively managed by a VA. Additionally, tasks that involve sensitive information, have important legal or financial implications, or require a high level of trust and accountability may be better suited for in-house staff.
You’ll also want to reserve more important communication with tenants, vendors, and clients for experienced team members that are core to your business. The employees that handle these responsibilities should be able to jump on a call, join a videoconference, or meet face-to-face, if needed. VAs are not the best option in this case.
The same goes for tasks that require constant and real-time communication. Relying on a remote assistant in a different time zone might pose challenges.
The bottom line is to always be judicious about when to introduce a VA and to determine if they are the right fit for each task or project before hiring them.
Qualities to Look for In Property Management Virtual Assistants
When hiring a property management virtual assistant, it’s important to find someone with the right qualities and skills. Here are the main traits you should look for:
- Experience: Candidates should have a background in property management or related fields. Experience in handling tasks such as tenant communications, lease agreements, and maintenance coordination is particularly valuable.
- Communication Skills: Effective communication determines how well you can work with a virtual assistant. They should be able to clearly articulate ideas, respond promptly to inquiries, and manage tenant interactions professionally.
- Technical Proficiency: A good VA should be comfortable using the general business, CRM, or property management software that’s relevant to the job you’re hiring them for. This is particularly important if they’re helping you with data entry for a specific platform.
- Organizational Skills: The ability to manage multiple tasks, prioritize effectively, and stay organized is a core quality of every effective virtual assistant. They should be able to handle a high volume of work without compromising quality.
- Problem-Solving Abilities: VAs should be resourceful and capable of addressing issues independently. They should be able to find solutions to common problems that arise in property management.
How to Integrate Property Management Virtual Assistants into Your Business
Integrating virtual assistants into a property management business is a multi-step process that requires careful planning and execution. If you’re new to hiring VAs, follow the steps below carefully to help you get the most out of their services.
Once you get used to the process, you’ll be able to introduce more VAs easily and as needed—without disrupting the way you do business:
1. Define the Scope of Work
Begin by identifying the specific tasks and responsibilities you want your virtual assistant to handle. This could include administrative duties, fielding communications, marketing, or other operations. Clearly defining the scope of work will help you find the right candidate and set clear expectations.
2. Create Detailed Job Descriptions
Write comprehensive job descriptions that outline the required skills, experience, and responsibilities for the virtual assistant role. Be specific about the tasks they will be managing and the goals you want to achieve.
3. Use Reputable Hiring Platforms
Leverage reputable platforms to find qualified candidates. These can include sites such as Upwork or Freelancer, but to find the best possible talent for your budget and scope of work, look for or specialized property management VA services such as VPM Solutions and Rocket Station (we’ll cover both these services later in this post). These platforms often have a pool of experienced virtual assistants with verified credentials and reviews.
4. Conduct Thorough Interviews
Interview potential candidates to assess their qualifications, experience, and fit for your business. Ask questions related to their previous work in property management, their familiarity with relevant software, and their approach to handling common challenges.
5. Set Up Onboarding and Training
Once you have selected a virtual assistant, provide them with a thorough onboarding process. This should include an introduction to your business, an overview of your processes and systems, and any necessary training. Give them access to the tools and resources they need to perform their tasks effectively.
6. Establish Clear Communication Channels
Effective communication is key to a successful VA relationship. Use tools such as Slack, Zoom, or Microsoft Teams to maintain regular contact with your virtual assistant. Schedule regular check-ins to discuss progress, address any issues, and provide feedback.
7. Monitor Performance and Provide Feedback
Regularly evaluate the performance of your virtual assistant and provide constructive feedback. This will help them improve their skills and verify that they are meeting your expectations. Use performance metrics and KPIs to measure their effectiveness and make adjustments as needed.
Services to Help You Find Virtual Assistants for Your Property Management Business
There are several services available to help you find and hire virtual assistants for your property management business. Here are two popular options that are tailored to the industry:
VPM Solutions
VPM Solutions specializes in offering property management virtual assistants. They provide a range of services, including recruitment, training, and ongoing support. Their VAs are experienced in handling various property management tasks, such as tenant communications, lease administration, and maintenance coordination. VPM Solutions also offers flexible pricing plans to suit your budget and business needs.
Rocket Station
Rocket Station is another reputable service that connects property management businesses with skilled virtual assistants. They focus on matching you with VAs who have the right experience and expertise for your specific needs. Rocket Station provides a comprehensive onboarding process, as well as training and support to integrate the VA into your business seamlessly. They also offer performance monitoring and regular check-ins to maintain high standards of service.
Finding Success with Property Management Virtual Assistants
Introducing property management virtual assistants can be an easy way to work around challenges that would otherwise limit your growth. They can even help you become more efficient, build a stronger reputation for personalized service, and access specialized skills without a huge hiring investment. The trick is finding quality professionals that know your industry and are familiar with the tools you use.
Buildium’s property management software connects your operations in single platform and even integrates with Rocket Station, VPM Solutions, and other services (including a 24/7/365 Maintenance Contact Center), so VAs can jump in and support your team with less upfront onboarding effort.
You can try Buildium for free with a 14-day, no-risk trial to start reducing your workload and focus on growing your business.
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