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    What to Do With Your First Virtual Property Management Assistant

    Published January 12, 2022. Updated October 9, 2023. 

    Connecting with your first virtual property management assistant is exciting, but where do you start? If you've never worked with a virtual contractor before, you might not know where you need the most help or which role to add to your workforce first.

    So, what can a virtual assistant do for your property management company? VPM Solutions has thousands of independent contractors on our platform with skills in various roles to handle many areas that can boost your company's productivity and profits!

    Here are just a few things the right virtual talent can do.

    What Are the Primary Responsibilities of a Property Management Virtual Assistant?

    What does a virtual assistant do? Often, it can help to look at a specific area or the responsibilities you need to give to an outsourced worker. VAs can fall into one or more of several categories that support property management companies.

    These are:

     

    1. Handling property management software

    2. Managing schedules

    3. Handling complaints and maintenance requests

    4. Developing and implementing marketing strategies

    To determine where you should add your first virtual worker, identify the type of tasks you need to put on their plate and where those tasks fall in one of these categories. From there, you can develop a job description and an appropriate pay rate, interview potential candidates, and find the ideal virtual contractor to contribute meaningful work to your organization.

     

    Common Virtual Property Management Assistant Administrative Tasks 

    If you're looking to fill an administrative role, make sure the job description for the role includes the right tasks. An accurate listing of the items you need your VA to do helps property managers find the ideal candidate (rather than simply hiring "someone" and hoping they work out well for the role).

    Common property management administrative tasks include:

    • Receiving and processing applications

    • Giving virtual tours of the property

    • Managing files

    • Managing contracts

    • Receiving maintenance requests

    • Processing bills and payments

    • Following up on late payments

    • Assisting with bookkeeping tasks

    • Listing vacant properties

    • Scheduling appointments

    These tasks are excellent for a virtual contractor to take on since they don't need to work in your offices (or even your country) to get the job done! With the right property management software and processes, your VA can handle these tasks with ease.

    Tasks for Specialized Virtual Assistants

    For roles requiring higher-level quality work or interactions with clients and tenants, make sure your VA has the specialized skills and experience you need for them to succeed in their role.

    Some higher-level or specialized virtual assistant tasks can include:

    • Handling social media accounts

    • Writing copy, blogs, and website content

    • Marketing assistance

    • Designing marketing materials

    • Communication and interpersonal skills

    • Computer and IT management

    • Graphic design and video editing

    • Research

    • File management and organization

    • Maintenance coordination

    While many lower-level tasks and roles are ideal for virtual help, property managers often find that virtual assistants within the VPM Solutions platform bring more to the table than a behind-the-scenes helper for small tasks. The right VAs with industry experience and training through our VPM Academy can handle many property management tasks.

    Therefore, make sure your job posting and virtual meeting process help you identify candidates who can take on more specialized tasks and roles!

    What About General Tasks?

    If you're a smaller company that simply needs help with general tasks, a virtual assistant could be the right fit! Many VAs can tackle that list of to-dos that never seems to get shorter, but they're critical to your business operations and don't require any talent specializations.

    General tasks for your virtual contractor can include:

    • Email Management/Filtering

    • Setting up Autoresponders (Aweber, Mailchimp)

    • Booking appointments with clients

    • Following up with clients/customers (sending thank you and other reminder emails)

    • Receptionist duties (answering occasional calls)

    • Calendar Management

    • File Management (organizing files using Dropbox etc.)

    • Database building (e.g., updating email or contact lists on your CRM)

    • Research on specific topics for blog posts, newsletters, or others

    • Personal errands (purchasing gifts for loved ones/family members online)

    • Hotel and Flight Booking

    • Transcription (transcribing voicemail, video or audio, podcasts, etc.)

    • Taking down meeting minutes 

    • Creating basic reports (reports on weekly tasks, deliverables, and sales)

    • Preparing Slideshows (Powerpoint Presentations)

    • Liaison between you and other team members

    • Recruitment (source for other team members like writers or graphic artists)

    • Account set up for Social Media (Facebook, Twitter, LinkedIn, YouTube)

    • Manage and update Social Media Accounts

    • Manage your Blog (Basic WordPress or HubSpot Skills)

    • Publish posts on your blog (content you provide)

    • Filter and reply to comments on your blog

    • Answering support tickets (with the use of Zendesk)

    • Blog commenting (to increase links to your site)

    • Participating in discussion forums or message boards (more promotion!)

    As you can see, there's no shortage of things the right virtual property management assistant can do to support your company's operations and improve your profits!

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    Get Started With Virtual Assistant Services and VPM Solutions

    Whether it's your first virtual assistant or the next addition to your virtual workforce, VPM Solutions has the talent you need! Our platform helps property managers find quality, reliable independent contractors to enhance workforces, improve customer service, reduce payroll expenses, and boost your revenue!

    Start by creating your Free Company Profile or reach out to our team, and we'll walk you through finding your first virtual contractor.

    We also have a free resource that helps companies learn more about utilizing the best virtual talent! Download "From Chaos to Clarity: A Virtual Assistant Impact Case Study."

     

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