Managing 50, 100, or even 300+ rental units is not for the faint of heart. Between maintenance requests, tenant communication, renewals, accounting, vendor coordination, and constant follow-up tasks, it’s no surprise that burnout is one of the biggest problems facing property managers today. 

If you’re feeling stretched thin, you’re not alone—and you’re not failing. You’re simply doing the job of multiple people. 

That’s where Property Management Virtual Assistants (PM VAs) come in. With the right systems and support, you can scale your portfolio, improve tenant satisfaction, and reclaim your time—without hiring expensive in-house staff. 

Below, we’ll break down how a trained Property Management VA can help you manage 100+ units efficiently, professionally, and stress-free. 

 

Why Property Managers Burn Out—Fast 

Before we talk solutions, it helps to identify the root causes of burnout in the property management world: 

1. Never-Ending Tenant Communication

The average tenant sends 4–7 communications per month—questions, updates, issues, notices, and more. 

Multiply that by 100+ units and you’re drowning. 

2. Maintenance Coordination Chaos

Vendors running late. Tenants not answering. Work orders piling up. A simple repair turns into a time-draining back-and-forth. 

3. Manual Admin Work

Leases, renewals, follow-ups, notices, onboarding, screening, rent reminders… most of it is repetitive and time-sensitive. 

4. No Systemized Workflow

Most PMs fix problems reactively instead of proactively—because they lack the bandwidth to document processes. 

Property Management VAs take all of this off your plate so you can oversee your portfolio—not babysit it. 

 

How a Property Management VA Helps You Handle 100+ Doors Like a Pro 

1. They Manage Tenant Communication (So You Don’t Have To)

Your VA becomes the first point of contact for tenants, handling: 

• General questions 

• Rent reminders and follow-ups 

• Lease terms 

• Move-in/move-out coordination 

• Issue reporting 

• Complaints and updates 

Think of them as your dedicated “front desk”—but fully remote and much more cost-effective. 

Keyword Focus: property management virtual assistant, tenant communication VA 

 

2. They Coordinate Maintenance From Start to Finish

A trained PM VA can run your entire maintenance pipeline, including: 

• Logging work orders 

• Contacting vendors 

• Scheduling service 

• Following up with tenants 

• Confirming job completion 

• Updating your property management system 

You no longer need to spend hours chasing vendors or checking progress. 

Keyword Focus: maintenance coordination VA, virtual assistant for property managers 

 

3. They Handle Leasing Tasks & Prospect Follow-Ups

Property management VAs can support your leasing workflow by: 

• Responding to inquiries instantly 

• Pre-qualifying leads 

• Completing rental applications 

• Scheduling showings 

• Sending follow-up messages 

• Running background checks 

• Preparing lease agreements 

This significantly increases your conversion rate—because prospects love fast responses. 

Keyword Focus: leasing virtual assistant, real estate VA 

 

4. They Take Over All the Admin Work You Don’t Want to Touch

A PM VA can manage: 

• Rent collection reminders 

• Late fee notices 

• Lease renewals 

• Data entry 

• Owner reports 

• Move-in/move-out checklists 

• CRM/PMS updates 

These are the repetitive tasks that drain your energy. Offload them, and you’ll instantly feel lighter. 

 

5. They Help Build Systems That Let You Scale

The biggest difference between PMs who cap out at 60 units and those managing 300+ units is consistent systems. 

A Property Management VA can: 

• Create SOPs (standard operating procedures) 

• Build workflow automation 

• Organize your property management software 

• Manage templates and canned responses 

• Track KPIs 

This support makes your operations predictable, efficient, and scalable. 

 

What Software Can Property Management VAs Work With? 

Most trained PM VAs know the major industry platforms, including: 

• AppFolio 

• Buildium 

• Rent Manager 

• Yardi Breeze 

• TenantCloud 

• Hemlane 

• Property Meld 

• Monday.com 

• Asana 

• Slack 

• Google Workspace 

If you rely on software to run your operations (and you should), your VA can manage it for you.