Virtual Assistant Services for Property Managers
OptimalBooks hires and trains professional virtual assistants in tenant coordination, leasing, and maintenance/work order management.
Virtual Assistants can work in your preferred software (Appfolio, Buildium, Rent Manager, Propertyware, Yardi, etc.) and are trained on your company’s specific workflow.
Virtual Assistants are available part-time or full-time as a dedicated resource.
Tenant Coordination
- Receive incoming calls (maintenance requests, tenant inquiries and requests, other)
- Collection & Delinquency calls
- Lease Renewals (Including Section 8)
- Complaint Management
- Notice Creation (i.e Notice to vacate, Notice of Entry, Notice of lease non-renewal, 7-day notice to comply)
Leasing
- Listing Management (Zillow, Trulia, Apartments.com, Facebook, Instagram, etc.)
- Virtual Showings & Self-Guided Tours
- Tenant Screening
- Lease Agreement Preparation
- Move-In/Move-Out Procedures
Work Order Management
- Maintenance/Work Order Management
- Work order follow-up. Update work order logs through to completion
- Owner and Vendor follow-up
- Request tenant surveys on completed work orders
- Vendor Research (Compare rates and services)
Pricing
Full-Time (40 hr a week)
Ideal for Medium to Large property management firms looking for a dedicated Team Member managing one or multiple roles. Also ideal for smaller property management firms looking for a full-time virtual receptionist who can also complete property management tasks.
$1,800/Mo
Half-Time (20 hr a week)
Ideal for smaller property management firms looking for a “Do Everything” VA. Also ideal for larger property management firms looking to outsource a single role, be it Leasing, Tenant Coordination, or Work Order Management. VAs are available for morning or afternoon shifts.
$900/Mo
4 EASY STEPS TO GET STARTED
Define Scope of Work
We’ll first review your Company’s property management software and organizational structure to assess the volume of work and skillsets required.
Once our review is complete, we’ll review our findings with you and agree on a scope of work/job description.
Find the Perfect VA
We’ll cast a wide net and find the perfect Virtual Property Manager for your Team, ensuring that your new VA meets your requirements, has great communication skills, and is reliable and trustworthy.
Simultaneously, we’ll work with you to outline standard operating procedures for the work to be completed by your new hire, that way, once your new hire starts, everything is streamlined and ready for them.
VA Onboarding Call
Once hired, we’ll schedule a start date and an associated Onboarding Call to discuss the best means of communication as well as next steps.
Rest Easy
One of our Property Management Experts will begin training and working with your new Virtual Property Manager on the specifics of your account, including standard operating procedures.
Congratulations! You can now rest easy, you’ve successfully delegated.
Compare the Savings…
You can save 50%+ by hiring a Virtual Property Manager (VPM)
COSTS
- Hourly Rate
- Recruitment + HR
- Training
- Benefits (health, dental etc)
- Overhead (Office, equipment etc)
- Payroll Tax
- Absences (vacation, holiday and sick)
Total
TotalDIRECT HIRE
- $18/hr
- $1.26/hr (@ 7%)
- $0.02/hr (@ 02%)
- $6.3/hr (@ 35%)
- $0.9/hr (@ 5%)
- 52,02/hr (@ 12%)
- $2.34/hr (@ 13%)
37,440 / Year
37,440 / YearHIRE A VPM
- ~$10/hr
- Included
- Included
- Included
- Included
- Included
- Included
- 20,800 / Year
20,800 / YearCOST SAVINGS
- ~$8/hr
- –
- –
- –
- –
- –
- –
- 16,640 / Year
16,640 / YearFREQUENTLY ASKED QUESTIONS (FAQ)
How can I communicate with my VA?
- Virtual Meeting (Zoom, Google Meeting, etc.), Phone, Email, or Chat Message.
Who onboards and trains the VA?
- Our onboarding includes basic property management training (tenant coordination, leasing, work order management) and training on the client’s designated property management software (Appfolio, Buildium, Yardi, etc.). Clients are expected to train their VAs on their systems, processes, and software outside of property management software. In cases where the client would like us to help them set up standard operating procedures and/or manage their VA, we can do so at the rate of $25/hr.
Can I offer bonuses and financial incentives to the VA?
- Our VAs are already paid very well. Our past experience has shown that if you start offering bonuses for just doing their job, then it becomes an expectation that causes issues in the future. Eg: If you cancel and we want to transfer the VA to another client that doesn’t offer said bonuses. We appreciate the gesture but we don’t work with commissions or bonuses, just the one flat monthly fee.
How does Paid Time Off (PTO) and Vacation work?
Assigned Team Members abide by OptimalBooks PTO and Vacation Time Policies which allow for 2 weeks of PTO and 6 Paid Holidays.
We ask that clients be flexible so that your VA can rest and continue to be a great Team Member.
What if a VA decides to quit?
- In the unlikely scenario that a VA quits, we will recruit and assign another candidate with the highest priority, at no cost. Honestly speaking, we very rarely have this happen – treat them well, and they’ll stick around for a very long time. In preparation for this unlikely event, we encourage the VA to document the onboarding process and training they receive when first onboarded to ensure a smooth transition.
Can I assign a company email to my VA?
- Yes, this is encouraged.
Do VAs provide a notice period when requesting time off?
- We ask that VAs provide 1 or 2 weeks notice prior to taking time off. However, as this is a human-powered service we can never guarantee unforeseen time-off requests. For unforeseen time-off requests, we may be able to provide clients with a basic level of support for the day/days the VA is away.
How do I know if a VA is really working?
We recommend clients set up a weekly cadence with their VAs to discuss work completed and upcoming tasks/deliverables. We also monitor, track, and record login and logout times on the days your VA is allocated to work to ensure attendance.
What if my VA requires a phone number?
- All of our Team Members are set up with their own OptimalBooks branded virtual phone numbers. However, we recommend you set up a company branded virtual phone number for each of your VAs so your tenants, vendors, and owners see them as part of your Team.