Explore Our VA Roles
Goal: Maximize occupancy + ensure smooth prospect–to–tenant experience.
Goal: Resolve issues quickly + preserve asset condition.
Goal: Maintain resident satisfaction + enhance community experience.
Goal: Ensure accurate billing + avoid service interruptions.
Goal: Keep owners informed + protect asset performance.
A property management virtual assistant is a trained remote professional who handles the day-to-day operational work of running rental properties — tenant communication, maintenance coordination, leasing admin, owner reporting, and property management software (PMS) data entry — so property managers can focus on inspections, owner relationships, and portfolio growth.
Unlike a general virtual assistant, a property management VA is matched and trained specifically for this industry. That means they already understand lease cycles, work order workflows, and the difference between a routine maintenance request and one that needs to be escalated immediately.
Teams managing multiple owners and units who need consistent tenant communication and admin support without adding headcount.
Owners scaling a portfolio who need reliable reporting and admin help without hiring in-house staff.
Teams that need faster inquiry response, showing coordination, and application processing to reduce vacancy.
Associations that need consistent communication, collections follow-up, and financial reporting support
Companies adding doors faster than their admin capacity can keep up.
Property management operations break down in predictable ways.
Tenants expect near-instant responses, and unanswered requests drive dissatisfaction and turnover
A single repair request can cascade into tenant follow-up, ven dor sourcing, scheduling, and invoice processing; multiplied across units, it overwhelms
As portfolios grow, managers stay busy without becoming more effective, leading to burnout and less time for growth work.
Manual reminders and disorganized records eat time that should go to higher-value work.
Manually tracking lease dates across a portfolio risks missed renewals, which can cost thousands in vacancy loss.
Owners expect timely, accurate financial and occupancy updates; falling behind erodes trust fast.
Matched to your PMS platform and existing workflows
Trained on your SOPs before handling live tenant or vendor communication
Ongoing oversight and performance tracking, not a one-time placement
Replacement support if a match isn't the right fit
Respond to tenant emails, calls, and portal messages — Log and route maintenance/service requests — Follow up on unresolved tenant issues- Send com munity notices, policy reminders, and scheduled updates-Log all tenant interactions in the PMS for a complete communication history
Update listings across Zillow, Apartments.com, and Realtor.com — Schedule showings and coordinate access — Follow up with prospects after tours — Keep CRM updated and route qualified leads
Log incoming maintenance requests and create work orders (AppFolio, Buildium, Propertyware) — Schedule vendor and contractor visits based on manager priorities — Follow up with vendors on open work orders — Update tenants on repair status — Track work order completion and flag overdue items
Data entry and cleanup in AppFolio, Buildium, Yardi, and Rent Manager — Rent reminders, payment logging, and delinquency flagging (role based access, not fund disbursement) — Reconcile account records against bank deposits — Maintain digital filing systems for lease and resident documents
Organize lease files, addenda, and tenant correspondence — Track lease expiration dates and flag upcoming renewals — Prepare renewal letters, notice templates, and move-in/move-out packets — Compile and verify tenant application materials for screening
Inbox and calendar management — Internal task tracking and scheduling — Data cleanup across systems
Prepare monthly owner statements (occupancy, mainte nance, expenses) — Draft property narrative updates — Send rent collection summaries — Track expenses and respond to owner inquiries — Prepare year-end reporting packages
Logs and tracks work orders, coordinates vendors, and keeps tenants updated on repair status.
Manages inquiries, showings, applications, and listing updates to reduce vacancy time.
Handles day-to-day tenan tmessages, notices, and follow ups so nothing falls through the cracks.
Supports inbox management, scheduling, data entry, and gen eral back-office tasks.
Prepares owner statements, tracks expenses, and manages scheduled owner communication.
Review overnight tenant messages and portal submissions — Triage and log new maintenance requests — Send rent reminder and payment due notices.
Follow up with vendors on open work orders Update lease renewal tracker and flag upcoming expirations — Respond to leasing inquiries and schedule showings.
Compile owner report updates (occupancy, maintenance, expenses) — Update CRM/PMS records and reconcile payment logs — Clear remaining inbox items and prep next day's follow-ups.
We learn your workflows, tools, and the exact role you need filled.
We define responsibilities and success metrics for your property management VA.
We identify candidates with relevant property management experience.
Candidates are screened for skills, communication, and reliability.
You're paired with a VA suited to your portfolio and systems.
We help train your VA on your specific processes and PM software.
Performance is tracked and supported for consistency over time.
If a match isn't right, Vitalis helps find a better fit.
$3,000-$4,500/month plus benefits, payroll taxes, and office overhead
Weeks of recruiting, interviewing, and training before productivity
Turnover risk resets training investment
Limited to one local hire's availability
You manage day-to-day performance yourself
Property management VA support at a fraction of local hiring cost
Matched with a trained VA who already understands property management workflows
Managed process with replacement support if a match isn't right
Scales with your portfolio as you add doors
Vitalis provides oversight, KPIs, and accountability
A tenant submits a maintenance request through the portal on a Friday evening. It sits unread until Monday morning. By the time a vendor is contacted, scheduled, and dispatched, four days have passed — the tenant is frustrated, and the issue has worsened.
With a Vitalis property management VA monitoring requests, the ticket is logged and triaged within hours. The VA contacts an approved vendor, schedules a visit for the next business day, and sends the tenant a status update. The property manager is only looped in for approval on cost, not for chasing the process.
A trained property management VA handles tenant communication, maintenance coordination, leasing admin, owner reporting, and PMS/CRM data entry — the operational work that pulls property managers away from higher-value tasks
Vitalis can match VAs with experience using tools such as AppFolio, Buildium, Yardi, Rent Manager, Propertyware, and CRM systems. VAs can also learn new platforms during onboarding.
Pricing depends on scope and hours needed. Book a fit call to get exact pricing for your portfolio size and task list.
Most VAs reach full productivity within 30-60 days: matching, onboarding and training, then learning your specific properties, PMS, and communication style.
VAs work under confidentiality agreements and access-controlled systems. Sensitive financial or legal decisions remain with your licensed property manager.
No. VAs handle administrative legwork — compiling applications and verifying completeness — while all screening, lease approval, and eviction decisions stay with your team.
Yes. VAs can maintain separate records, track lease dates, and coordinate maintenance across units, and support scales as your portfolio grows
The best fit is a dedicated property management virtual assistant trained specifically for lettings workflows — tenant communication, maintenance coordination, leasing admin, and PMS data entry — rather than a general VA. Vitalis matches lettings agencies with a VA experienced in platforms like AppFolio, Buildium, and Yardi, so they're productive from day one.
Yes. A property management virtual assistant absorbs the admin load that usually caps growth — tenant messages, maintenance coordination, leasing follow-up, and owner reporting — so your in-house team can take on more doors without proportionally more hires. Vitalis VAs scale with your portfolio, adding hours or additional VAs as your unit count grows.
A property management VA can handle tenant communication, maintenance request intake and vendor follow-up, leasing admin, lease renewal tracking, owner reporting, and PMS/CRM data entry. Final approvals, screening decisions, and financial disbursements stay with your licensed property manager — the VA manages the process, not the decision-making.
Ready to hand off the daily operational work? Book a fit call and we'll match you with a property management virtual assistant trained for tenant communication, maintenance coordination, leasing admin, and owner reporting.
