GUIDE
What does a property management virtual assistant do? 12 tasks you can delegate
A practical list of tenant, work order, leasing and reporting tasks you can hand off, and what to keep in-house.
By ProVirtual · 6 min read · October 2026
Property management runs on hundreds of small, recurring tasks. Most of them don’t need you, but they still land on your desk. A property management virtual assistant takes that work off your plate so your team can focus on tenants, owners and growth.
What is a property management virtual assistant?
A property management virtual assistant is a remote team member who handles the recurring admin and coordination behind a property portfolio. At ProVirtual, we call them Global Team Members. Each one goes through multi-stage screening and works in the tools you already use, including AppFolio, Google Workspace and Slack.
12 property management tasks you can delegate
Tenant and owner communication
Answer routine tenant inquiries
Rent questions, parking, move-in details and other day-to-day questions.
Log and acknowledge maintenance requests
Capture the details and photos, confirm receipt and set expectations.
Send notices and reminders
Rent reminders, inspection notices and community updates.
Keep owners updated
Prepare regular owner updates for your review.
Work orders and vendors
Create work orders
Turn requests into clear work orders in your property management software.
Schedule vendors and confirm access
Coordinate times between vendors and tenants.
Follow up until closed
Chase open work orders and update their status.
Leasing and records
Manage lease renewals
Send renewal offers and track signatures and deadlines.
Keep AppFolio records current
Update unit details, notes and documents.
Organize documents
File leases, notices and vendor paperwork where your team can find them.
Reporting and accounting support
Support rent roll and delinquency reporting
Pull together the numbers so you can review and act.
Enter invoices and follow up on payments
Log vendor bills and send payment reminders.
What to keep in-house
Delegate the preparation, keep the decision. Approving large repairs, legal decisions, on-site inspections and final financial sign-off should stay with your team. Your virtual assistant can prepare the information so those decisions take minutes, not hours.
How to get started
Write down your recurring tasks
List the 10 tasks that eat the most time each week.
Book a free call
On Day 1 we learn your workflow, tools, hours and priorities.
Meet your match
Within a few weeks you meet a Global Team Member matched to your work.
Delegate and grow
In around 4–6 weeks they take ownership. Add more as you grow.
Many clients start with one. Structure Properties began with a one-person trial and grew to a dedicated team of 19 Global Team Members.
