Property Management Virtual Assistant Services

Save Time and Money with our Done-For-You Back-Office Team

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ABOUT

We are a Back-Office Support Company serving Real Estate Investment and Property Management Firms by providing trained Property Management Virtual Assistants, Bookkeeping Services, Marketing Services, and Year-End Tax Support. Simply put, we’ve assembled an All Star Team so you don’t have to. Our Team can act as your fully-managed back-office, or as an extension of your Team.

Each Client is assigned an Account Manager that serves as their single point of contact. Clients can communicate with their Account Manager virtually using email, phone, and online meetings.

Go grow your business, we have the back-office systems, processes, and personnel handled.

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Leadership

Spencer Ogden — founder of Optimal books

Spencer Ogden

CEO & Founder

Anthony Aversano — licensed CPA

Anthony Aversano CPA

Tax

Irfaan Ramzan — senior property management

Irfaan Ramzan

Property Management

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Services

Virtual Property Management

Our high-energy virtual assistants have the ability to perform a variety of tasks including taking tenant phone calls, processing lease renewals, move-ins/move-outs, security deposit returns, sending notices, collections, tenant screening, maintenance coordination, and more.

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Virtual Bookkeeping

Our Team of CPAs and Professional Bookkeepers reconcile and prepare financial statements for operating and property-level accounts monthly, ensuring compliance with your State’s particular trust accounting laws. We have Team Members knowledgeable in AppFolio, Buildium, Yardi, Rent Manager, QuickBooks, Xero, among others.

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Virtual Tax

We offer hands-off Tax Return and 1099/W9 preparation as well as e-filing. Our Team reviews and verifies information with key stakeholders, and files accordingly. We can also prepare State-specific filings as requested.

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Case Studies

Learn how organizations are transforming their businesses with our Done-For-You Back-Office Team.
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Testimonials

Leatha T.

Washington, D.C.

OptimalBooks - you are absolutely amazing at what you do. I am just floored at how fast you are and how you “get it” so quickly, it is phenomenal. Thank you so much!

Andrea T.

Chicago, IL

Optimal was diligent in cleaning up our books and executed things so that we were able to file our taxes quickly. Optimal worked hard to get things done when we had a deadline, and for that - we are very grateful.  

Patrick H.

Tallahassee, FL

Spencer and his Team have been instrumental in helping us create focus and efficiencies within our business that has led to providing better services to our property owners. Thank you for all of your hard work. We are excited about the growth!

Chris T.

Chicago, IL

Spencer has shown himself to be an honorable person with a good company. The Assistant Property Manager assigned to us is fantastic! She is a quick learner and likes to take initiative and use creativity! I also greatly appreciate her Team Leader and his knowledge of all the “technical stuff.” He has been very accommodating!

Nicolas K.

Phoenix, AZ

Cannot rave enough about OptimalBooks, they are a great asset to our Company, very appreciative of their Team! Thanks again.

Bruce Z.

Akron, OH

Our Account Manager is doing a great job. She is calm, understands what’s going on, and we are building a great rapport with one another.

Carlos D.

Los Angeles, CA

Spencer, Thank you for the consulting call and excellent insight into our accounting operations.  We had a good and productive discussion with our internal team and we want to move forward with the plans you outlined.

Blake J.

Franklin, TN

OptimalBooks has built an incredible engine.

Candace W.

Chicago, IL

My experience with OptimalBooks has been wonderful. My initial conversation with Spencer was thoughtful and geared towards gaining an understanding of my business needs. It is my opinion that the first meeting set the tone for determining the right fit for the team that was created for my business. All three team members assigned to my account did more than complete assigned tasks. They identified opportunities for improvement and demonstrated initiative that was beneficial and a credit to OptimalBooks.

Clinton B.

Bastrop, TX

The OptimalBooks Team does a great job and I love working with them! They have my full support.

Jeremy T.

Canyon Lake, CA

Spencer and OptimalBooks have been great to work with over the past year plus. They always respond to my requests quickly and are fairly priced for the service they provide. They always try to go above and beyond to provide very detailed reports in an expedited manner. Spencer also does his best to give business and accounting advice whenever appropriate. I recommend OptimalBooks to any small business owner reading this.

David C.

Colorado Springs, CO

My wife and I own several properties and OptimalBooks has done the bookkeeping for about 6 months. Spencer and Anna are awesome. They respond professionally and quickly to all our inquiries. The person they assigned to our account is exceptional and very dedicated to providing us the best bookkeeping services. I would highly recommend OptimalBooks to anyone!

Clayton H.

Pensacola, FL

Thank you for all of your hard work and diligence in getting Buildium corrected. Our Account Manager is very much on top of our account and has been a pleasure to work with!

As Seen On

Your Security Is Our Top Priority

Read-Only Bank Access

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Document Management w/ AES 256 Bit Encryption

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General, Professional, & Errors and Omissions Insurance

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Cyber Liability Insurance

OUR PROCESS

01. Book A Strategy Call

On our Strategy Call, we’ll discuss your business, introduce you to OptimalBooks, and define a clear scope of work to achieve your desired outcomes. We’ll also request access to your accounting and property management software so that we can prepare a Free Software Audit.

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02. Free Software Audit

One of our Team Members will review your software to determine if there are any required cleanup items and prepare a final report with estimates for time to complete initial cleanup as well as ongoing monthly maintenance.

03. Review Software Audit via Screenshare

We’ll review the results of the Free Software Audit and outline a timeline for onboarding, cleanup, and ongoing maintenance.

04. Sit Back and Relax

Our time tested systems and processes make managing your real estate and property management business a breeze. Take a step back and go grow your business.

SCHEDULE A FREE STRATEGY CALL

FREQUENTLY ASKED QUESTIONS (FAQ)

Who would benefit from using OptimalBooks?

  • Property Managers, Real Estate Investors, Real Estate Brokers, and CPA Firms.

How can I communicate with my Account Manager and Team?

  • Schedule a call, send an email, or a quick chat message.  New clients typically speak with their Account Manager once or twice a week during the first couple of weeks/months for training purposes, after which, we can manage everything via email unless there is a unique situation that needs to be discussed.
  • Overall, we recommend you speak with your  Account Manager at least once a month just to check-in.

What software do you work with?

  • Our Team works with any property management and/or accounting software that our Client uses.  If we don’t know the software, we can learn it. If you don’t have one yet, we can recommend one!  That being said, we are familiar with Buildium, AppFolio, Rent Manager, Propertyware, Tenant Cloud, Rentec Direct, Yardi, Quickbooks, Xero, WaveApps, and more.

Can OptimalBooks grow with us?

  • Of course! We leverage best practices from our client base as well as our time in the Big 4 to ensure you have scalable systems and processes in place. 
  • When you grow, we’ll further build out your Team to manage the increased workflow.