Property management requires constant attention. The number of work orders piling up every day can slow the progress. The best operators focus on high-value activities—closing deals, managing relationships, and making strategic decisions. Everything else? That should be automated or delegated.

The key is knowing what to outsource and how to integrate virtual assistants into your workflow.

This guide breaks down what to outsource, how VAs can fit into your workflow, and which tools can maximize efficiency.

1. Property Listings 

Keeping listings accurate and up to date is time-consuming. A virtual assistant can manage multiple platforms to maintain an active online presence.

Tasks a VA can handle:

✔ Posting and updating properties on Zillow, Realtor.com, Apartments.com, and MLS.
✔ Writing descriptions and formatting listing details to attract more inquiries.
✔ Scheduling social media posts for new properties.
✔ Managing a property database for quick access to listings and lead data.

A well-maintained listing strategy can increase inquiries and reduce vacancy times.

2. Handling Calls, Emails, and Scheduling

Every missed call or delayed email could mean a lost opportunity. A VA ensures quick responses and seamless scheduling.

How VAs support communication:

✔ Filtering emails and responding to general inquiries.
✔ Scheduling property showings using tools like Calendly or ShowingTime.
✔ Following up with leads and past clients to keep the pipeline active.
✔ Updating and managing CRMs like HubSpot, Follow Up Boss, or LionDesk.

📌 Pro Tip: Hiring a VA with experience in property management software saves training time. Download the VA Hiring Checklist!

3. Digital Marketing & Lead Generation

Marketing is essential but doesn’t need to take up your entire day. A VA can manage online outreach, engagement, and content creation while keeping branding consistent.

Tasks a VA can manage:

✔ Creating and scheduling social media content for Instagram, Facebook, and LinkedIn.
✔ Running email campaigns using Mailchimp or ActiveCampaign.
✔ Organizing and editing property photos for digital ads.
✔ Engaging with potential clients through direct messages and social media comments.

Consistent online visibility increases inquiries and helps build credibility in competitive markets.

📌We carefully match each VA to your business needs, ensuring they fit your workflow perfectly! And yes, there’s no need to train them—we handle that in-house!

4. Organizing Documents and Lease Paperwork

Real estate transactions come with contracts, lease agreements, and compliance paperwork. A VA can manage these files to keep everything organized.

Tasks a VA can handle:

✔ Preparing lease agreements and contracts using DocuSign or Dotloop.
✔ Managing digital storage through Google Drive, Dropbox, or OneDrive.
✔ Tracking transaction deadlines to avoid missed paperwork.
✔ Assisting with tenant screening using RentSpree or TransUnion SmartMove.

Proper document management improves efficiency and reduces errors in legal paperwork.

5. Managing Rental Properties More Efficiently

With rental demand fluctuating, property managers need to keep communication smooth and maintenance requests under control. A VA can assist with:

✔ Sending rent reminders through platforms like Buildium or RentRedi.
✔ Tracking maintenance requests and coordinating with vendors.
✔ Managing tenant communication for inquiries and concerns.
✔ Logging expenses in QuickBooks or Stessa for financial tracking.

These tasks free up time for property managers to focus on tenant retention and business growth.

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6. Pairing Virtual Assistants with Automation Tools

A virtual assistant works best when paired with automation tools that increase productivity.

Best tools to integrate with a VA:

🚀 Zapier – Connects apps to automate workflows.
🚀 Asana or Trello – Organizes tasks and project management.
🚀 RingCentral or Grasshopper – Handles business calls remotely.
🚀 AI Chatbots – Responds to basic tenant and buyer questions online.

📌 Learn which tools work best with a VA in real estate. Download the Free Guide!

The Shift to Remote Work in Property Management

With remote work becoming the norm, property management firms are seeing:

📌 Lower operational costs – Reducing office expenses and full-time staff overhead.
📌 Improved tenant communication – Faster responses via remote assistants.
📌 Scalability – Hiring virtual assistants allows companies to expand without hiring additional in-office employees.
📌 Higher efficiency – Automating tasks leads to faster workflows and fewer errors.

Companies that embrace virtual staffing and automation are staying competitive in a changing market.

The Smartest Operators Don’t Do Everything Themselves

Real estate professionals who try to handle every task themselves will always be limited by time. Delegation is not an expense—it’s a way to grow. A virtual assistant allows you to focus on strategy, deal-making, and client relationships while keeping operations running smoothly.

How much more could you accomplish with the right support? Download our FREE eBook now and access our secret hiring formula!