Property Management - Vitalis Outsourcing

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Download our KPI workbook
for property managers

Let Your VA Handle the Day-to-Day
— So You Can Focus on Growth

Running a property management business comes with endless moving parts. Our trained Virtual Assistants take care of the time-consuming operational work that keeps your portfolio running smoothly—without sacrificing quality or control.

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Explore Our VA Roles

Respond to leasing inquiries (phone, web, email, messages)
Follow up with leads from previous days
Schedule property tours and confirm appointments
Conduct in-person and virtual tours
Process rental applications
Run background/credit checks
Collect and verify required applicant documents
Update the CRM/lead tracking system
Send approval/denial notifications
Prepare and send lease agreements for signature
Coordinate move-in dates and welcome packages
Update listings on all marketing platforms
Check competitor pricing and availability
Communicate with maintenance on unit-ready status

Goal: Maximize occupancy + ensure smooth prospect–to–tenant experience.

Review new maintenance requests
Prioritize emergency vs. routine work orders
Dispatch vendors or in-house techs
Follow up on open work orders
Update job status in the system
Inspect completed work orders for quality (if required)
Check for unit turns needed for upcoming move-ins
Order parts and inventory replacements
Communicate delays or updates to tenants
Inspect common areas for hazards or cleanliness issues
Verify vendor scheduled maintenance (HVAC, pest control, etc.)

Goal: Resolve issues quickly + preserve asset condition.

Review daily rent payments received
Post and reconcile payments in software
Identify delinquent accounts
Send reminders (email, text, calls)
Create and post late notices as needed
Contact tenants with past-due balances
Set up/promote payment plans if applicable
Update ledger notes and communication logs
Work with property manager on evictions and legal notices
Review and approve refund requests (if applicable)
Provide daily AR status updates to the manager

Goal: Ensure timely rent collection + minimize delinquency. Ensure timely rent collection + minimize delinquency.

Respond to tenant questions (phone, email, portal, walk-ins)
Log and categorize all incoming requests
Mediate minor resident disputes
Provide updates on maintenance requests
Follow up on customer service tickets from prior days
Document all communication for recordkeeping
Schedule amenity reservations
Assist residents with online portal access
Prepare daily communication (announcements, reminders)
Support leasing team when needed (overflow calls)

Goal: Maintain resident satisfaction + enhance community experience.

Review received utility bills (water, electric, gas, trash)
Enter bills into PM software or AP system
Track usage or anomalies (sudden spikes)
Verify move-in/move-out utility transfers
Communicate outages or scheduled maintenance
Coordinate with providers on repairs or billing questions
Review vacant-unit utility charges
Flag accounts needing owner/tenant allocation corrections
Keep utility records and logs updated

Goal: Ensure accurate billing + avoid service interruptions.

Respond to owner emails/questions
Provide occupancy, leasing, and maintenance updates
Prepare daily activity summaries (if required)
Update owner portals or statements (if done daily)
Review property financial performance indicators
Approve/review invoices (if delegated)
Communicate major maintenance issues or expenses
Coordinate owner approvals for improvements
Track owner distributions and financial notes

Goal: Keep owners informed + protect asset performance.

Review leasing, maintenance, and collections reports
Approve or escalate major decisions
Handle resident escalations
Monitor occupancy, delinquency, and property KPIs
Conduct staff meetings or quick check-ins
Approve invoices and vendor work
Walk property (if onsite)
Oversee move-ins/move-outs
Prepare information for corporate or owners

Support leasing, collections, customer service
Verify move-in/move-out files
Prepare notices (legal, late fees, compliance)
Update resident ledgers
Assist with deposit accounting
Coordinate with vendors when PM is unavailable

Process invoices
Match invoices to work orders or contracts
Check coding accuracy
Reconcile bank accounts (if daily)
Release payments (depending on schedule)
Process refunds or deposit returns