8 Steps to Finding the Best Property Management Virtual Assistant
Adding virtual assistants to your team can be a game-changer for any real estate business. A property management virtual assistant can handle a wide range of administrative and management tasks that can help you focus on high-level activities that can grow your business.
With the rise of remote work, building a virtual team is more accessible than ever. Ready to find your first VA? Here are eight steps to help you find the best property management virtual assistant for your real estate business.
1. Make a List of Your Daily Tasks
Before you start your search, you need a clear understanding of what tasks you need to delegate.
Start by making a list of all the tasks you do in a day or week, including those you do not like or are not good at. This list will help you identify tasks you can offload from your plate and tasks you need to keep.
Split Your Task List
Once you have your list, split it into tasks that you can offload from your plate and tasks that you need to keep.
Tasks you can offload may include answering emails, handling tenant inquiries, updating your property listings, scheduling appointments, and conducting background checks on tenants.
On the other hand, tasks you need to keep may include high-level decision-making tasks, such as analyzing market trends and identifying new investment opportunities.
Further, categorize the tasks on your list into tasks you should do versus tasks you should not (or don't want to do). For example, tasks you should do may include managing your finances and overseeing your team, while tasks you should not (or don't want to do) may include data entry, social media management, and handling maintenance requests.
2. Turn Your Task List into a Job Description
Once you have categorized your tasks, turn your list into a job description for your property management virtual assistant. Be specific about the skills and experience required for the role, including communication skills, organizational skills, attention to detail, and experience in property management.
You may also want to include the working hours, compensation, and other relevant information.
3. Start Your Search
Now that you have your job description, it's time to start your search for a remote assistant.
There are several ways to find a virtual assistant, including asking friends or industry partners where they get their VAs, using job search forums, and trying virtual assistant platforms. You can also start a Free Company Profile and find thousands of virtual assistants with industry skills through VPM Solutions. We are the best of the remote property management companies connecting real estate professionals to industry-trained virtual assistants.
4. Narrow Down Your Top Candidates
Once you have received applications or invited candidates to respond to your job posting through VPM Solutions, it's time to narrow down your candidates to a shortlist of the top candidates.
Choose virtual assistants with the specializations you need and review their resumes, portfolios, and references. You may also want to conduct an initial conversation through email or messaging to gauge their communication skills and experience.
5. Talk to the Top Candidates
After narrowing your list down to your top candidates, it's time to talk to them more about their skills, experience, and working style.
Prepare a list of real estate virtual assistant interview questions to help you gather the information you need and guide the conversation. You may want to ask them about their previous property management virtual assistant roles, their experience with specific property management software, their availability, and their communication preferences.
When working through the VPM Solutions platform, you can also ask potential candidates if they've taken a real estate virtual assistant course through the VPM Academy and completed any certifications.
6. Choose the Right VA for the Role
After talking to your top candidates, it's time to choose the right virtual assistant for the role. Consider factors such as their experience, communication skills, availability, and cultural fit with your team. Make sure to communicate the expectations and scope of work clearly to avoid any misunderstandings later.
7. Onboard Your Property Management Virtual Assistant
Once you have chosen the best candidate for the job, it's important to onboard them properly.
Provide them with all the necessary information, such as your company's policies, procedures, and systems. Make sure they have access to the tools they need, such as property management software, email, and communication tools. Set clear expectations for their work, deadlines, and deliverables.
8. Monitor KPIs and Manage Your Virtual Team
After onboarding your new team member to your real estate or property management business, monitoring their performance and managing your virtual team effectively is important.
Set key performance indicators (KPIs) to measure their performance and provide regular feedback. Use project management tools to track their progress and ensure they're meeting their deadlines. Additionally, regular communication and check-ins are essential to managing a remote team effectively.
Find, Select, and Manage Virtual Assistants Through VPM Solutions
Finding the ideal property management virtual assistant can be time-consuming and challenging, especially if you're unfamiliar with the process. VPM Solutions makes it easy for real estate agents, investors, property managers, and others working in the industry to find, select, and manage virtual assistants with industry-related skills. Our platform provides access to thousands of highly skilled and experienced virtual assistants who specialize in property management.
In addition to our platform, we offer real estate virtual assistant courses to help you train your virtual assistant and ensure they're up to speed with the latest industry trends and best practices. We also make it simple to manage multiple virtual assistants using our Company Accounts feature.