Announcing Now: Get A Free Software Audit

Real Estate Investment Experts

OPTIMAL understands the pressures of real estate investing—sleepless nights chasing deals, managing demanding investors, meeting tight deadlines, and navigating tax complexities. Our expert services, from virtual assistants to meticulous bookkeeping and strategic tax solutions, tackle your challenges head-on. With our streamlined process, become a client and elevate your portfolio with confidence, backed by a team that truly gets you.

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Experts in

“Our experience with OPTIMAL has been very positive. I love that you guys really listen. I like your input and eye for detail. You guide the process. You don’t go into it blindly, you have good intentions and really customize the work to what we are looking for. The results are night and day.”
Chris S.
Chicago, IL

What We Can Do for Your Real Estate Investment Business

  • Reception / Administrative

    Manage inbound/outbound calls with current and prospective tenants, prospect screening, prepare new leases/lease renewals, and other admin as required.

  • Maintenance Coordination

    Troubleshoot and solve tenant maintenance issues alongside in-house and 3rd party maintenance techs, get estimates, build new vendor relationships, improve Google Rankings through targeted tenant reviews, and provide KPI reporting to Senior Management.

  • Software Utilization

    Utilize property management-specific tools like Appfolio, Yardi, Buildium, Rent Manager, LeadSimple, and others to manage day to day operations.

  • Data Management, Compliance, & Reporting

    Maintain permits, contracts, and blueprints in digital formats or project management software. Ensuring compliance with regulations and readiness for inspections or audits.

Schedule a free strategy call

Real Estate Investment Challenges We Solve

Administrative Work

Property managers and owners often spend excessive time on scheduling, emails, and document organization, detracting from core activities like brokerage sales, asset management, and owner conversations. VAs can handle these tasks, freeing up time for value-add work.

Maintenance

Coordinating timelines, subcontractors & suppliers across multiple projects can lead to miscommunication or delays. VAs streamline updates and ensure smooth communication using your property management software.

Bookkeeping, Reporting, & Tax

Inaccurate Trust Reconciliation, expense tracking, management fees & distributions, and monthly reporting can reduce trust among your owners and investors, limit growth, and hurt profitability. Bookkeeping & Tax support keeps records accurate, invoices timely, and monthly reporting timely, reducing stress.

Regulatory & Market Changes

Keeping up with evolving local laws, housing regulations, or market trends requires constant vigilance, as non-compliance or missed opportunities can lead to fines or lost revenue. VAs monitor regulatory updates and market trends, providing summaries to keep you compliant and competitive.

Technology Migration

Adopting and integrating property management software or tools to streamline operations can be daunting, with steep learning curves or compatibility issues slowing down efficiency gains. VAs assist with software setup and data entry, simplifying technology adoption for smoother operations.

Inbound and Outbound Call Management

High volumes of tenant, vendor, and owner inquiries often overwhelm staff, leading to missed calls and delays. VAs handle call flow and prioritize responses, ensuring seamless communication and stronger tenant relationships.

Staff Turnover

High staff turnover disrupts operations, increases training costs, and leads to inconsistent service quality, as new hires struggle to adapt to complex property management tasks. VAs provide consistent, reliable support, reducing dependency on in-house staff and minimizing disruptions from turnover.

Our Process

Our Process
1

Schedule A Free Strategy Call

We’ll discuss your business and define a clear scope of work to achieve your desired outcomes. We’ll also request access to your accounting and property management software to prepare a Free Software Audit.

2

Free Software Audit

One of our Team Members will review your software to determine if there are any required cleanup items and prepare a final report with estimates for time to complete initial cleanup as well as ongoing monthly maintenance.

3

Review Software Audit via Screenshare

We’ll review the results of the Free Software Audit and outline a timeline for onboarding, cleanup, and ongoing maintenance.

4

Sit Back and Relax

Our time tested systems and processes make managing your real estate and property management business a breeze. Take a step back and go grow your business.

Schedule a free strategy call

100% Match Guarantee

We stand by the quality of our Team Members and guarantee that you will be 100% satisfied with the Team Member assigned to you. If you don't see the value-add, we'll replace and train a new Team Member for free.

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Real Results From Businesses Like Yours

"You all have been such a blessing for us. There are a lot of moving parts and we really appreciate all of OPTIMAL’s help."

Brandon F.
Durango, CO

"Congrats on the growth and expansion! The real estate and property management industry is in dire need of OPTIMAL’s service offerings."

Tracy C.
Chicago, IL

"OPTIMAL is a joy to work with. They very quickly onboarded me and their services met all of my qualifications. Their team was instrumental in helping us implement brand new software and greatly helped ease our learning curve for a successful integration. We would proudly recommend OPTIMAL and their Founder, Spencer."

Leslie S.
Knoxville, TN

"The OPTIMAL Team has been a steady and dependable partner during a period when my business has been growing and evolving, which I truly appreciate. Communication has been strong. Responses are clear and timely. I feel well supported when questions come up. When issues arise, they are addressed efficiently with appropriate follow-through. OPTIMAL is proactive around deadlines, particularly during year-end. Scope of work is consistent and aligned with my expectations. Work is high quality. Our Account Manager has been excellent, professional, clear, and reliable. I look forward to continuing our relationship."

Don C.
Hayward, CA

"I would recommend OPTIMAL to any business owner. This company has been there for me when I needed it most. They provide great service and the people who come alongside you to help with your business give 100%. You will not be dissapointed."

Helen C.
Colorado Springs, CO

"My Virtual Assistant has truly exceeded our expectations. She’s been such a breath of fresh air - calm, competent, and exactly the kind of support we were hoping for. We absolutely LOVE having her on the Team."

Christen M.
Charleston, SC

"Our Virtual Property Management Team Member is outstanding. A real star. She consistently stays on top of her daily tasks and reporting, responds promptly to both our team and the tenants, and always meets deadlines. She’s a fast learner and has proven to be a major asset to our operations. I feel confident managing our buildings with her on the team. Thank you again for bringing her on board, she’s been a fantastic addition."

Omar S.
New York, NY

"The OPTIMAL Team’s knowledge and attention to detail is outstanding. Thank you for all of your help and hard work."

John S.
Tampa, FL

"Thank you for all of your hard work and diligence in getting Buildium corrected. Our Account Manager is very much on top of our account and has been a pleasure to work with!"

Clayton H.
Pensacola, FL

"OPTIMAL is awesome. They respond professionally and quickly to all our inquiries. The person they assigned to our account is exceptional and very dedicated to providing us the best bookkeeping services. I would highly recommend OPTIMAL to anyone!"

David C.
Colorado Springs, CO

"Spencer and OPTIMAL have been great to work with over the past year plus. They always respond to my requests quickly and are fairly priced for the service they provide. They always try to go above and beyond to provide very detailed reports in an expedited manner. Spencer also does his best to give business and accounting advice whenever appropriate. I recommend OPTIMAL to any small business owner reading this."

Jeremy T.
Canyon Lake, CA

"The OPTIMAL Team does a great job and I love working with them! They have my full support."

Clinton B.
Bastrop, TX

"My experience with OPTIMAL has been wonderful. My initial conversation with Spencer was thoughtful and geared towards gaining an understanding of my business needs. It is my opinion that the first meeting set the tone for determining the right fit for the team that was created for my business. All three team members assigned to my account did more than complete assigned tasks. They identified opportunities for improvement and demonstrated initiative that was beneficial and a credit to OPTIMAL."

Candace W.
Chicago, IL

"OPTIMAL has built an incredible engine."

Blake J.
Franklin, TN

"Spencer, Thank you for the consulting call and excellent insight into our accounting operations. We had a good and productive discussion with our internal team and we want to move forward with the plans you outlined."

Carlos D.
Los Angeles, CA

"Our Account Manager is doing a great job. She is calm, understands what’s going on, and we are building a great rapport with one another."

Bruce Z.
Akron, OH

"Cannot rave enough about OPTIMAL, they are a great asset to our Company, very appreciative of their Team! Thanks again."

Nicolas K.
Phoenix, AZ

"Spencer has shown himself to be an honorable person with a good company. The Assistant Property Manager assigned to us is fantastic! She is a quick learner and likes to take initiative and use creativity! I also greatly appreciate her Team Leader and his knowledge of all the “technical stuff.” He has been very accommodating!"

Chris T.
Chicago, IL

"Spencer and his Team have been instrumental in helping us create focus and efficiencies within our business that has led to providing better services to our property owners. Thank you for all of your hard work. We are excited about the growth!"

Patrick H.
Tallahassee, FL

"OPTIMAL was diligent in cleaning up our books and executed things so that we were able to file our taxes quickly. OPTIMAL worked hard to get things done when we had a deadline, and for that - we are very grateful."

Andrea T.
Chicago, IL

"OPTIMAL - you are absolutely amazing at what you do. I am just floored at how fast you are and how you “get it” so quickly, it is phenomenal. Thank you so much!"

Leatha T.
Washington, D.C.

"My Virtual Assistant Property Manager has been doing an excellent job. She is very comfortable doing the daily tasks assigned. For example, emailing application packets to prospects plus setting up appointment times with them. She has also been a great help in scheduling vendor appointments with tenants and calling tenants who owe delinquent rent. I appreciate the daily reports that she sends out which provide a great summary of what she has accomplished. She is very proactive to accomplish all of her tasks in a timely manner. I enjoy working with her, and I am thankful to have her as an Assistant!"

Chenoa N.
San Jose, CA

"We have excellent communication with the OPTIMAL Team. When a friend asks me for a bookkeeping company, we don’t have any doubts when recommending OPTIMAL."

Tomas S.
Miami, FL

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