There are almost 24,000 property management companies and over 23,000 letting agents, all competing for landlords’ attention. At the same time, 42% of agents say they don’t have enough time to handle their workload, and compliance tasks have increased by over 37% in recent years.
Because of this pressure, more agencies are delegating key tasks to property management virtual assistants. The goal is simple: reduce admin, improve accuracy, and free teams to focus on work that brings in revenue. Below are the tasks UK property management companies should outsource to achieve that.
Tenancy & Occupant Management
Property managers spend a huge part of their day dealing with tenants, paperwork, and coordination. These tasks are important, but they are also repetitive and time-consuming.
A virtual assistant can handle most of them with accuracy, freeing your team to focus on higher-value work.
1. Tenant Screening & Application Processing
Finding reliable tenants is one of the most important responsibilities in property management. But the process, like checking references, verifying employment, reviewing documents, and ensuring eligibility, can drain hours each week.
A specialised property management virtual assistant can take full ownership of this workflow.
They collect documents, review applications, run background checks through your approved tools, and flag inconsistencies early. Only qualified applicants reach your final review.
2. Property Listing Management
A VA can manage your listings across Rightmove, Zoopla, OnTheMarket, and your website. They ensure details stay accurate, photos are polished, and price adjustments are made promptly.
They can also help with initial enquiries, such as handling and organising viewing requests. At the end of the day, you save hours and prevent the common problem of outdated listings.
3. Viewing Coordination & Calendar Management
A messy diary can easily cause double bookings, rushed appointments, or missed meetings. These small errors create big headaches for agency owners and property managers.
Your VA can manage your entire calendar, schedule viewings, coordinate access with current occupants, send reminders, and reorganise appointments when plans change. This alone can free up 10-20 hours each week and give you a smoother, more predictable schedule.
4. Tenant Onboarding & Offboarding
A smooth move-in and move-out experience reduces complaints and improves overall tenant satisfaction. Yet onboarding and offboarding often take more time than expected. There are tasks such as utility updates, welcome packs, deposit confirmations, council tax registrations, and more.
A trained property VA can manage all these tasks. This makes your properties turn over faster and keeps tenant relationships positive.
5. Tenancy Renewals & Right-to-Rent Admin
Renewals are high-value but often missed. A VA can track upcoming expiries, notify landlords and tenants, prepare renewal paperwork, and ensure Right-to-Rent documents are verified correctly.
By staying ahead of deadlines, your void periods drop, and relationships stay strong.
Maintenance & Inspections
Maintenance is where property managers lose the most time. Calls arrive at all hours. Contractors need updates. Tenants want faster responses. These tasks keep the business running, but they don’t always require your involvement.
6. Maintenance Request Coordination
Emergency leaks, broken appliances, and small repairs can disrupt your entire day. Instead of juggling calls, your VA can log requests, prioritise urgency, and contact approved contractors. They can also track job status, update tenant records, and maintain complete records.
7. Inspection Scheduling & Access Coordination
Whether it’s mid-term inspections for single-lets, routine checks for HMOs, or estate inspections for block management, the admin required to schedule and coordinate access is heavy.
A VA can book appointments, notify tenants, chase confirmations, and file inspection reports once your team uploads them. This ensures inspections happen on time and compliance stays tight.
8. Report Processing & Record Keeping
Inspection reports, contractor invoices, photos, and repair logs pile up fast. These documents must be stored, labelled, organised, and accessible.
A virtual assistant can maintain a clean and reliable filing system across your cloud storage or property management software. That means less time searching for paperwork and more time focusing on landlords.
9. Planned Maintenance & Capital Works Support
Block and estate managers often deal with cyclical works, lift servicing, communal cleaning schedules, fire alarm testing, landscaping, and major refurbishments.
A VA can track schedules, collect quotes, prepare comparison sheets, send reminders, coordinate with contractors, and assist with Section 20 consultation packs. Their support keeps your block operations running smoothly without drowning your team in admin.
Finance & Rental Income Management
Financial accuracy builds landlord trust. But admin-heavy financial tasks consume hours each month. Delegating them to a VA reduces risk and increases overall efficiency.
10. Rent Collection & Payment Processing
Chasing rent can harm relationships and drain valuable time. A VA can monitor incoming payments, send polite reminders before due dates, chase arrears based on your internal workflow, and update payment logs in your system.
11. Arrears Tracking & Payment Plans
Arrears require careful follow-up. Your VA can prepare arrears reports, track communication, send notices, and support the early stages of repayment plans. You stay informed without having to chase every missed payment yourself.
12. Service Charge & Ground Rent Admin
For block and leasehold management, service charge work is one of the most time-consuming responsibilities. Drafting budgets, issuing demands, tracking payments, reconciling balances, and preparing year-end packs require focus.
A VA can support all administrative aspects of this process, ensuring deadlines are met and financial accuracy stays high.
13. Landlord Statements & Bookkeeping Support
Landlords expect clear financial reporting. A property VA can prepare monthly or quarterly statements, reconcile expenses, tag invoices, log supplier costs, and organise financial documents. You save hours while offering landlords a more polished, consistent experience.
Compliance & Risk Management
Compliance is one of the biggest pressures for UK property managers. Missing a deadline, failing gas safety checks, EICR, EPC, and HMO licensing can lead to fines, disputes, and risk to your business.
A property virtual assistant ensures nothing slips through the cracks.
14. Safety Certificate Tracking
A VA can track renewal dates for Gas Safety, EICR, PAT testing, EPCs, smoke alarm checks, and other essential certificates. They schedule inspections and update your compliance calendar, reducing risks and avoiding penalties.
15. Tracking Licence Deadlines & Regulatory Renewals
According to gov.uk, landlords can face unlimited fines for renting out an unlicensed HMO. In one real case, five students successfully sued their landlord for £15,000 after the property was found to be unlicensed.
This shows how critical licensing and safety compliance truly are. A virtual assistant who understands UK property regulations can track every deadline, prepare renewal paperwork, maintain documentation, and ensure nothing is overlooked. Their oversight helps you avoid costly penalties and protects your business.
Sources: https://www.gov.uk/find-licences/house-in-multiple-occupation-licence
16. Deposit Management
Deposit protection is critical. Mistakes are costly. A VA can register new deposits, manage renewals, update certificates, send required documents to tenants, and maintain complete records for disputes. This reduces compliance risk significantly.
17. AML, Right-to-Rent & Identity Checks (Admin Support)
A VA can collect documents, complete data entry into your AML provider, maintain your AML register, and track verification dates. This lightens the load on your compliance team and keeps audits clean.
18. Insurance Administration
Property managers must manage landlord insurance, block insurance, and claims. A VA can request quotes, log policy details, track renewals, manage claims documents, and chase insurers for updates.
Communication, Admin & Business Operations
Many agencies struggle not because they lack expertise, but because their admin workload crushes productivity. A VA keeps operations smooth, organised, and responsive.
19. Email & Inbox Management
Unread emails cause delays, missed opportunities, and unhappy clients. Your virtual assistant can filter messages, respond to standard queries, forward urgent issues, and maintain inbox clarity so you can start each day confidently.
20. Document Preparation & File Management
Tenancy agreements, inventories, renewal letters, and compliance forms, the paperwork never stops. Your VA can prepare documents, organise files, maintain templates, and ensure nothing is missing.
21. CRM, Leads & Client Follow-Up
Property management companies rely on strong landlord relationships. A VA can update your CRM, tag leads, schedule follow-ups, and ensure no enquiry falls through the cracks. This directly improves landlord conversion and retention.
22. Social Media & Content Support
Empty profiles look unprofessional. Your VA can manage social posts, create property highlights, schedule content, respond to comments, and support basic marketing campaigns, keeping your business active and relevant online.
23. Reporting & KPI Dashboards
Landlords appreciate clear insights: arrears levels, average days to let, portfolio performance, and compliance status. A VA can prepare monthly summary reports using data from your property management system. This enhances professionalism and strengthens client trust.
Why Choose Teambuild Consultancy?
Teambuild Consultancy provides skilled property management virtual assistants who understand UK regulations, daily workflows, and the standards your clients expect.
Unlike generic outsourcing firms, we don’t offer one-off task support. We give you a dedicated remote team member who works exclusively for your business and integrates seamlessly with your in-house staff.
We also handle all employment responsibilities on your behalf, including payroll, HR, and performance monitoring. This allows you to scale your team without any administrative stress.
Our 94% client retention rate speaks for itself. It’s why we’re trusted among the leading Property management virtual assistant companies in the UK.
