What Tasks Should Your First Virtual Assistant Handle?

vishal@officebeacon.com
9 min read
Let us let you in on a little secret: other business owners and property managers aren't telling you. They are hiring remote workers to handle a lot of the heavy lifting, and getting help from a virtual assistant can feel like unlocking a “cheat code” for property management tasks. Suddenly, the work that usually eats up your evenings and weekends can be handled while you focus on the bigger picture. But here’s the catch: when you bring on your first VA, what should you actually delegate first? Hand off too much too soon, and you risk overwhelm. Hand off too little, and you’ll wonder why you hired in the first place. The truth is, there’s an art to delegation. We’ve worked with property management companies long enough to know the sweet spot: start with tasks that are repetitive, time-consuming, and low-risk. Then gradually expand. Let’s break down where to begin. Every property manager knows how quickly small tasks add up. Between tenant communications , scheduling, and documentation, your day can easily become reactive instead of strategic. Delegation allows you to focus your expertise where it matters most: building relationships, ensuring compliance, and driving growth. When you introduce a VA into your operations, the goal is not to shift away from your role but to strengthen it. Delegation provides support for everyday responsibilities that weigh you down, so you can take back control of your time. With the right approach, you’ll soon find that efficiency is less about working harder and more about working smarter. By identifying which areas can be streamlined with outside help, you set the stage for smoother operations and more sustainable growth. The first step you will need to take in order to start building an effective partnership with your VA is identifying the everyday responsibilities that take the most time but don’t require your specialized expertise. These are typically repetitive tasks, yet they play a big role in keeping your operations consistent and professional, and so by offloading them, you’ll free yourself to focus on oversight and client relationships. Property managers often underestimate how much time is consumed by routine communication, scheduling, and documentation. With just a few hours of VA support each week, these areas can be transformed into streamlined workflows. Let’s examine the core functions where virtual assistants' tasks can have an immediate impact every day.

Communication Support

  • Tenant inquiries: Responding to routine questions about rent due dates, maintenance requests, or lease terms.
  • Owner updates: Drafting status emails or scheduling calls so owners stay informed without draining your time.
  • Inbox management: Sorting, prioritizing, and flagging important messages while clearing out clutter.
  • Follow-up reminders: Ensuring no conversation is forgotten by setting reminders and nudging responses when needed.
A VA can manage your inbox, filter urgent issues, and make sure nothing slips through the cracks.

Scheduling & Coordination

  • Maintenance requests: Logging tickets into your property management software and coordinating with vendors.
  • Showings & inspections: Managing calendars, confirming appointments, and handling follow-up notes.
  • Contractor scheduling: Coordinating multiple vendors for larger projects like renovations or seasonal maintenance.
  • Calendar management: Keeping track of recurring events like lease renewals, inspections, and staff meetings.
This frees you from the back-and-forth emails and phone calls that pile up daily.

Administrative Work

  • Data entry: Updating lease information, rent payments, and vendor contacts.
  • Document prep: Drafting standard forms like lease renewals or notices.
  • File organization: Storing and labeling digital documents so they’re easy to access.
  • Template creation: Setting up reusable forms and email templates to save time on repetitive tasks.
These may seem like small tasks to delegate, but collectively they add hours to your week. Once you’re comfortable with your VA handling routine processes, it’s time to explore tasks that add greater long-term value. These responsibilities often require more trust and training, but they also create the biggest payoff. From marketing to financial tracking, your VA can take on more advanced work that supports growth. Think of it as a step-by-step progression. By gradually increasing your VA’s scope, you build reliability while keeping oversight in your hands. The following areas represent natural next steps once the basics are covered.

Marketing Support

  • Listings management: Posting and refreshing property listings on rental platforms.
  • Social media support: Scheduling posts to showcase properties and highlight company updates.
  • Ad coordination: Setting up and monitoring online ads to attract qualified tenants.
  • Photo & video prep: Organizing media files so your marketing materials are ready to go.

Accounting & Financials

  • Rent tracking: Recording payments in property management software.
  • Expense logging: Keeping vendor invoices organized for smoother bookkeeping.
  • Invoice preparation: Drafting invoices for property owners or third-party services.
  • Basic reconciliation: Comparing records with bank statements to spot discrepancies early.

Reporting Assistance

  • Monthly reports: Pulling data and drafting performance summaries for owners.
  • Market research: Compiling insights on local rental trends.
  • Vacancy tracking: Monitoring property performance and flagging units that need extra marketing attention.
  • Portfolio summaries: Preparing quick-glance reports for team or leadership meetings.
Delegating effectively requires more than just assigning tasks. It’s about building a system where communication and accountability are seamless. That’s where technology steps in. With the right tools , your VA can stay aligned with your processes while you maintain visibility at every step. Modern property management software already supports many of these functions, and pairing it with collaboration platforms creates a smooth workflow. These systems reduce friction, improve accuracy, and make it easier to track performance in real time. Here are some tools that can make delegation effortless.
  • Property management software: Acts as a central hub for leases, payments, and maintenance requests.
  • Collaboration tools: Slack, Teams, or Asana help you stay in sync with daily progress.
  • Cloud storage: Shared drives ensure documents, contracts, and forms are always accessible.
  • Scheduling apps: Tools like Calendly or Google Calendar simplify appointment booking and reminders.
As helpful as a VA can be, property management companies need to approach delegation thoughtfully. The temptation is to offload everything at once, but this often leads to confusion or unmet expectations. Some responsibilities, like dispute resolution or lease negotiations, still require your personal touch. The best approach is to create clarity from the beginning. Document your processes, set milestones, and treat the first 90 days as a learning curve for both you and your assistant. This ensures smoother onboarding and long-term success. A VA thrives in structured environments where responsibilities are clearly outlined and feedback is frequent. To avoid frustration, consider these tips:
  • Start with a clear virtual assistant tasks list.
  • Set expectations early with written processes.
  • Give feedback consistently, especially during the first 90 days.
  • Keep strategic and sensitive decisions in your hands.
Property managers are at their best when they can focus on strategy, not just survival. Delegating to a VA creates breathing room in your schedule and peace of mind in your operations. You’ll have time to grow your portfolio, strengthen owner relationships, and expand into new markets, knowing the details are being managed reliably. Instead of spending hours responding to repetitive tenant emails, you’ll be steering the direction of your business. The difference isn’t just in saved time. It’s the opportunity to step into a bigger role as a leader in your company. Bringing on your first virtual assistant isn’t about giving away control. It’s about gaining breathing room, so you can lead instead of constantly reacting, and you can start this all with assigning routine communication, scheduling, and administrative work to an outsourced virtual assistant. Then expand by assigning other tasks such as marketing, reporting, and other bottleneck tasks and responsibilities, once trust is built with your VA. Use property management software to streamline collaboration and always maintain your role in high-value decision-making. At the end of the day, the best delegation strategy is the one that frees you up to grow while ensuring your tenants and owners feel supported. So, here’s our question to you: Which tasks would you offload first?