Property Management Virtual Assistant Services
Save Time and Money with our Done-For-You Back-Office Team
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.
Leadership
Spencer Ogden
CEO & Founder
Anthony Aversano CPA
Tax
Irfaan Ramzan
Property Management
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.
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.
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.
Testimonials
As Seen On
Your Security Is Our Top Priority
Read-Only Bank Access
Document Management w/ AES 256 Bit Encryption
General, Professional, & Errors and Omissions Insurance
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.
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.
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.