What Does a Property Virtual Assistant Actually Do? 25 Tasks They Handle Daily

If you manage rental properties in the UK, you already know the admin never stops. Between tenant enquiries, maintenance coordination, compliance paperwork, and financial tracking, it's easy to spend your entire day on tasks that don't directly grow your portfolio.

That's where a property virtual assistant (VA) comes in. A skilled VA can handle the repetitive, time-consuming work that keeps your business running — freeing you to focus on acquisitions, strategy, and scaling.

Here are 25 tasks a property VA can handle for you daily:

Tenant Communication and Management

1. Responding to tenant enquiries — answering emails, messages, and portal notifications promptly

2. Scheduling property viewings — coordinating times with prospective tenants and confirming appointments

3. Processing tenant applications — collecting documents, running initial checks, and organising files

4. Managing move-in and move-out processes — preparing welcome packs, inventory schedules, and check-out procedures

5. Handling tenant complaints — logging issues, escalating where needed, and following up on resolutions

Property Listings and Marketing

6. Creating and updating property listings — writing descriptions and uploading photos to Rightmove, Zoopla, and OpenRent

7. Managing social media accounts — posting property updates, market news, and company content

8. Monitoring listing performance — tracking views, enquiries, and adjusting pricing or descriptions

9. Coordinating professional photography — booking photographers and ensuring photos meet platform standards

10. Email marketing — sending newsletters, property alerts, and market updates to your database

Maintenance and Repairs Coordination

11. Logging maintenance requests — recording tenant-reported issues and categorising by urgency

12. Contacting and coordinating contractors — obtaining quotes, scheduling repairs, and confirming completion

13. Following up on outstanding repairs — chasing contractors and keeping tenants informed

14. Managing routine property inspections — scheduling periodic checks and documenting findings

15. Tracking maintenance budgets — recording costs and flagging when spending exceeds thresholds

Financial Administration

16. Chasing rent arrears — sending reminders, logging payments, and escalating overdue accounts

17. Reconciling rental income — matching bank transactions to tenant accounts

18. Preparing landlord statements — compiling monthly income and expenditure reports

19. Processing invoices — logging contractor and supplier invoices for payment

20. Assisting with tax preparation — organising receipts, expenses, and income records for your accountant

Compliance and Documentation

21. Tracking gas safety and EPC certificates — monitoring expiry dates and booking renewals

22. Managing tenancy agreements — preparing contracts, handling renewals, and tracking deposit protection

23. Right to Rent checks — verifying tenant documentation and maintaining records

24. HMRC compliance support — helping with Non-Resident Landlord scheme paperwork and reporting

25. General filing and data entry — keeping your CRM, spreadsheets, and document systems organised and up to date

Why PropPerly for Your Property VA?

PropPerly is a UK-based managed virtual assistant agency that specialises in the property sector. Here's what sets us apart:

• Pre-vetted and experienced: Every VA is carefully selected and has experience with UK lettings workflows, so they hit the ground running from day one.

• Managed service: We don't just place a VA and walk away. PropPerly manages performance, provides specific onboarding for your workflows, and ensures consistent quality.

• Win-win for everyone: PropPerly's VAs are based overseas in countries with a lower cost of living, where they earn 2 to 3 times the local average salary. This means highly motivated, committed professionals who see this as an exceptional career opportunity — resulting in outstanding performance and low turnover for your business.

• Scalable support: Whether you manage 5 properties or 500, you can scale your VA support up or down as your portfolio grows.

Ready to Get 25 Tasks Off Your Plate?

A property VA isn't a luxury — it's the smartest investment you can make in your letting agency or portfolio. Stop drowning in admin and start focusing on what actually grows your business.

Book a free discovery call and find out how PropPerly can match you with an experienced property VA — ready to start in as little as 48 hours.