Listing Management
Create and update property listings from owner-approved details across the selected platforms.
All services
Property records your manager can act on.
Move lease tracking, inspection scheduling, and move-in coordination into a documented administrative workflow managed by a property management VA.
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Who this helps
Community managers and owners who need a dependable administrative record across occupied homes, vacant lots, inspections and lease dates.
Lease Tracking
Monitor lease terms, renewals, and expirations with proactive reminders and documentation.
Inspection Scheduling
Coordinate routine and move-in/out inspections with tenants and vendors.
Move-In/Out Coordination
Maintain move-in/out checklists, coordinate appointments, and deliver owner-approved welcome materials.
Vacancy Reporting
Track vacancy rates, turnover time, and market comparisons with weekly reports.
Define the work before it changes hands.
What you provide
Provide the current rent roll, approved lease documents, inspection schedule, property identifiers and a list of authorized contacts. Agree which system is the source of truth before importing records.
What comes back
Receive an updated lease calendar, a vacancy register, inspection appointments and move-in checklists with missing information clearly marked. Each item should identify its property, owner and next action.
From incoming work to a usable handoff.
A practical workflow to agree with your team. Adapt the steps to your systems, coverage and approval rules before work begins.
- Collect the current record
- Begin with the approved property list and signed documents. Keep the source filename and the date received attached to each entry so a reviewer can trace a question back to its origin.
- Reconcile before updating
- Compare lease dates, lot identifiers and occupancy status across the supplied records. Place conflicting information in an exception queue rather than choosing whichever version appears newest.
- Request the missing decision
- Send the manager a concise question with the relevant source attached. Identify what cannot proceed until that decision is made, including any affected appointment or reporting deadline.
- Return a review-ready register
- Update only the approved fields. Summarize changes, unresolved questions and approaching dates in the agreed reporting format, leaving a clear trail for the next person who opens the file.
A practical place to start.
A renewal review is approaching, but dates are scattered between a spreadsheet and scanned agreements. Start with a lease-file reconciliation: collect the source documents, identify discrepancies and give your manager a review queue before updating the calendar.
Agree a limited initial queue and review the finished work together. Adjust instructions before expanding responsibility. An incomplete input should return as a clearly documented question, not disappear into a backlog.
Decisions stay with you.
Your property manager decides resident eligibility, lease terms and enforcement action. The assistant does not issue legal advice, negotiate unauthorized terms or approve a resident application.
Review the work, not just the status.
Compare dates with signed documents, check property identifiers and flag conflicting records. A manager reviews exceptions before a notice or status change is released.
Questions before you start.
Can we start with one community?
Yes. A single community or workflow can establish naming rules, review standards and access permissions before a wider rollout.
Will the assistant contact residents?
Routine communications can be included using approved templates and channels. Disputes, exceptions and legal matters go to your designated manager.
Related support
Tenant Communications
Organize routine tenant inquiries, reminders, and follow-ups through owner-approved communication workflows.
Bookkeeping
Keep recurring records organized for owner and accountant review. Our bookkeeping VAs support documented workflows for rent tracking, expenses, invoices, and monthly reporting.
Bring your current workflow.
Discuss the tools, recurring volume, coverage and review boundaries for your property management support role.
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