Virtual Property Management
OPTIMAL hires and trains professional virtual assistants in tenant coordination, leasing, and maintenance coordination order management. Virtual Assistants can work in your preferred software (Appfolio, Buildium, Rent Manager, Propertyware, Yardi, etc.) and are trained on your company’s specific workflow.
What Can My Virtual Property Manager (VPM) do?
- Residential or Commercial
- Any Property Type
- Any Size
- Any Software
Property Management Tasks (Done For You)
On a Strategy Call, we’ll discuss your business, introduce you to OPTIMAL, and define a clear scope of work to achieve your desired outcomes. We’ll also request access to your property management software to prepare a Free Software Audit.
Schedule A Free Strategy CallTenant Coordination
- Notice Creation (i.e to vacate, of Entry, of lease non-renewal, 7-day notice to comply) Complaint Management
- Receive incoming calls (maintenance requests, tenant inquiries and requests, other)
- Lease Renewals (Including Section 8)
- Collection & Delinquency calls
- Complaint Management
Leasing
- Listing Management (Zillow, Trulia, Apartments.com, Facebook, Instagram, etc.)
- Virtual Showings & Self-Guided Tours
- Move-In/Move-Out Procedures
- Lease Agreement Preparation
- Tenant Screeningt
- Prospect Management
Maintenance Coordination
- Create work orders (received over the phone or via email)
- Work order follow-up. Update work order logs through to completion
- Request tenant surveys on completed work orders
- Vendor Research (Compare rates and services)
- Owner and Vendor follow-up
On a Strategy Call, we’ll discuss your business, introduce you to OPTIMAL, and define a clear scope of work to achieve your desired outcomes. We’ll also request access to your property management software to prepare a Free Software Audit.
Schedule A Free Strategy CallLeasing
- Lease Abstracts
- Compare Lease Abstracts to Current Leases and Update Software
- Lease Renewal Preparation
- New Lease Preparation
New Properties
- New Property Onboarding
- Coordinate with Attorneys, Lenders, Due-Diligence Team, and Bookkeeping for key documentation collection
Tenant Management
- Delinquency Reporting
- Collections (Phone & Email)
- Move-In & Move-Out Coordination
- Tenant Ledger Updating (adding charges)
- Track Tenant Contingency Dates
- Prepare & Send Estoppel Certificates
Vendor Management
- Vendor Profile Setup
- Request Estimates and Coordinate Approval
- Edit Vendor agreements and share for e-signature
- Record signed agreements in property and vendor’s profile
Certificate of Insurance (COI)
- Track COI Expiration Dates, Request, and Update
- Save and organize in Shared Cloud Folder Structure
Benefits of Hiring a Virtual Property Manager (vPM)
- Professionally Trained & Managed
Our In-House Training Program has both classroom based training as well as shadow-based training to ensure Team Members have both theoretical and practical knowledge before joining your company. Ongoing coaching & monitoring from their In-House Manager ensures they are consistently on top of the latest trends and are actively working to support your business.
- Reduce Payroll
Hiring remote professionals can reduce your payroll costs by 75%+. With a VPM, you get incredible talent on your Team without the added overhead costs associated with domestic employees.
- Less Stress
Our team at OPTIMAL manages everything from recruitment to ongoing learning and development. You simply tell us what roles and responsibilities your Company needs VPMs to support and we’ll help you build the perfect Team for your business.
- Boost Efficiency by 50%+
- Call & Email Prioritization
- Project Management Powerhouse
Cost Savings
The real cost of hiring a local employee is hidden in the details (HR, Training, Benefits, Office Space/Equipment, Payroll Tax, Absences/Vacation Time). The below table outlines the benchmark costs of hiring local as per Glassdoor. Instead, hire a Virtual Property Manager for one all-in rate to save time and money.
| Costs | Direct Hire | Hire a vpm | cost savings |
|---|---|---|---|
| Hourly Rate | $25/hr | ~$11/hr | ~$14/hr |
| Recruitment + HR | $1.75/hr (@7%) | Included | - |
| Training | $0.05/hr (@2%) | Included | - |
| Benefits (health, dental etc) | $8.75/hr (@ 35%) | Included | - |
| Overhead (office, equipment etc) | $1.25/hr (@ 7%) | Included | - |
| Payroll Tax | $3.00/hr (@ 12%) | Included | - |
| Absences (vacation, holiday and sick) | $3.25/hr (@ 13%) | Included | - |
| Total | $89,544 / Year | $22,880 / Year | $66,664 / Year |
How remote teams work
Recruitment and Onboarding
OPTIMAL handles every aspect of recruitment – from job postings to job offers – and operates a robust onboarding program to help you build the perfect Team. Our onboarding program is customized for Real Estate Investment & Property Management Talent.
Learning & Development
Performance and Compensation Management
OPTIMAL supports you and your Team Member or Team with ongoing feedback and coaching. We help you set objectives and KPIs, and our compensation experts guide annual reviews, bonuses, and more.
Our process
- Define Scope of Work
- Build Your Team
- Onboarding Meeting
- Rest Easy
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.
As seen on
Testimonials
The OPTIMAL Team’s knowledge and attention to detail is outstanding. Thank you for all of your help and hard work.
John S.
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.
My wife and I own several properties and OPTIMAL has done the bookkeeping for about 6 months. Spencer and Anna are 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.
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.
The OPTIMAL Team does a great job and I love working with them! They have my full support.
Clinton B.
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.
OPTIMAL has built an incredible engine.
Blake J.
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.
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.
Cannot rave enough about OPTIMAL, they are a great asset to our Company, very appreciative of their Team! Thanks again.
Nicolas K.
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.
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.
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.
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.
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.
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.
