Hire a property management virtual assistant for the whole desk: tenants, owners, vendors, and the back office in your PM software.
One managed bilingual operator working in your AppFolio, Buildium, Rent Manager, Yardi Breeze, DoorLoop, or Propertyware: tenant and owner calls, maintenance coordination, leasing inquiries and showing scheduling, rent follow-up on your script, back-office prep. On live calls in 7 days. $1,797/month, no annual contract.
ICP: property management companies and self-managing landlords staffing the full desk · Unlicensed scope only
- DESK
- Tenants, owners, vendors, back office
- LANGUAGES
- Spanish + English, native fluency
- PLATFORMS
- AppFolio · Buildium · Rent Manager · Yardi Breeze · DoorLoop · Propertyware
- COVERAGE
- 24/7, scheduled per engagement, anchored on Eastern Time
- SCOPE
- Unlicensed: no leasing decisions, no notices, no deposit or fee decisions
The terms, before you read another word.
The same terms published on /pricing, restated here so the fit call starts from the numbers. Prices current as of October 2026.
- Tiers
- Starter $1,097/mo, 20 hrs/wk · Operator $1,797/mo, 40 hrs/wk · Specialist $2,497/mo, 40 hrs/wk, 2+ yrs in your vertical · Custom, quoted, 2+ operators, 6-month minimum
- Onboarding
- 7 days. Days 1 through 3 client-led setup in your property management platform, Days 4 through 6 shadowing, Day 7 first live calls supervised, Week 2 autonomous.
- Supervision
- Shared supervisor on Starter and Operator; dedicated supervisor configured on Custom. Weekly call-quality review.
- Replacement
- 5 business days, every tier, from a 3-operator warm bench. Unlimited replacements at no extra cost.
- Contract
- No annual contract on Starter or Operator; cancel after Month 1. 7-day money-back on Starter and Operator. Custom carries a 6-month minimum.
- Language
- Native Spanish plus professional-fluency English on every call. Platform notes logged in English.
- Office
- Managed Latin American office, company-issued equipment, per-operator credentials revoked the day they roll off.
- Coverage
- 24/7, scheduled per engagement, anchored on Eastern Time. One operator works one shift.
- Scope
- Unlicensed only. No leasing decisions, no lease execution, no notices or filings, no deposit, refund, fee, or payment-plan decisions, no spend above your threshold.
Eight lanes, one seat, inside your platform.
A property management desk is a communication and coordination layer: tenants, owners, vendors, and the clerical back office behind them. Most firms split it across a property manager's spare hours, an office assistant, and whoever answers the phone. Here is the task-level scope one operator carries instead, lane by lane, with the intake channel and the platform action named, and with every decision that needs a license left where it belongs.
Tenant calls and portal messages, in English or Spanish
Inbound by phone, portal message, text, or email, answered in the language the tenant used first and logged against the lease in your platform with the follow-up set where your team expects it. Routine questions get resolved from your written conventions: lease clarifications, amenity and parking questions, package and access issues, who to call for what. Anything that needs a decision gets documented and routed to your property manager the same day.
Owner updates drafted, line-item questions fielded
Owner updates and statement cover notes drafted for your review, in English or Spanish, in the voice your firm uses. Line-item questions answered from the ledger and the work order file, which is where most owner calls end. Disputes, fee terms, and anything that touches the management agreement get escalated with the file already assembled. The operator keeps owners informed; your property manager keeps the relationship.
Requests taken and triaged against your severity rules
A maintenance request arrives by phone or portal in either language. The operator asks the diagnostic questions your intake script requires, grades severity against the rules your company set, and opens the work order with the address, unit, access window, and photos attached. Habitability complaints, code enforcement contact, and anything that reads like a future insurance claim escalate to your property manager the same business day, documented.
Dispatch from your approved list, chased to closed
Dispatch happens from the vendor list your company maintains, within the spend threshold your company documents. The operator matches the trade to the ticket, confirms the access window with the tenant, chases the ETA, confirms completion with the resident, and matches the invoice to the work order before routing it for your approval. Anything above your threshold stops and escalates with the estimate attached.
Inquiries answered from your script, showings booked
Listing inquiries answered in English or Spanish from the script your licensed property manager approves: availability, price, and terms read as written, the pre-qualification questions asked exactly as your script asks them, and showings booked on your leasing calendar or showing tool. Every question is logged in your platform. No unit showings, no screening, no approvals or denials, no decision communicated to an applicant. Those stay with the licensed property manager.
Reminder and delinquency calls on your script
The operator works the past-due list from your platform: courtesy and reminder calls in the tenant’s language, every promise-to-pay and partial-payment conversation documented, accounts approaching your escalation threshold flagged to your property manager the same day. The operator never waives a fee, never approves a payment plan, never states a legal position, and never drafts or serves a notice. The file behind your decision stays current; the decision stays yours.
Lease-end outreach, move-in and move-out coordination
Lease expirations flagged on your timeline and worked in the tenant’s language, renewal interest captured in the notes, offer drafts prepared for your property manager’s review. On turns: move-in and move-out inspections scheduled with the licensed property manager, utility-transfer reminders sent, key handoff coordinated, condition notes and photos filed. Renewal terms and deposit decisions are never operator work.
Clerical prep and entry, never the close
Vendor bills entered with your property and GL coding, recurring payables prepped for your approval, work orders matched to invoices, owner statement packets assembled, and the document trail named and filed your way. The operator does not close the books, approve payments, decide security-deposit deductions, or replace your bookkeeper or CPA. The hours in front of your reviewer move to the operator; the judgment and the sign-off do not.
This is a staffed seat inside your firm, not a virtual property management company and not an AI leasing assistant: one named person, on scheduled hours, working your queue in your system, with the decisions kept yours. The eight lanes above are the roles property management buyers actually write when they brief us, and the fit call scopes which of them your desk needs first.
Three ways to hire for this desk. Each solves a different problem.
Search for help with a property management desk and three different purchases come back wearing one label. Naming which problem each one solves is the honest way to sell any of them.
Hiring an in-house coordinator. The right call when the role must be physically present: walking units, meeting vendors on site, running make-readies. Go in with the full ledger open, because the wage is the smallest line once you add payroll taxes, benefits, a software seat, the recruiting cycle that precedes the hire, and the full restart every time the seat turns over. Our in-house hire vs managed agency comparison walks the whole ledger.
A marketplace or job board. You interview, set the rate, manage the person, and absorb the restart when the seat turns over. That can suit a firm with an operations lead who has room to supervise one more person and verify the platform skills themselves. What it does not give you is anyone who checks the work, or anyone standing behind the seat the week it goes empty.
A managed bilingual operator on scheduled hours. This is our product. One dedicated operator running the desk inside your platform, in English and Spanish, during the scheduled windows when your tenant calls actually land, with an embedded supervisor sampling calls weekly, a warm bench behind the seat, and your SOPs on file with your account. You keep every approval, every waiver, and every judgment call. You stop being the dispatcher.
Starter, Operator, or Specialist, sized to the desk.
Every tier serves property management, and your team teaches your workflow in the 7-day onboarding on every one of them. What changes between tiers is the hours and, on Specialist, the person. Here is how door count and desk shape map to the three priced tiers, so the fit call starts pre-qualified.
Under about 50 doors, or one contained slice
The right size when the desk is a half-day job: a portfolio under about 50 doors, or one lane carved out of a larger one, the delinquency block plus maintenance intake, or the back-office lane on its own. Same operator model, same supervisor, same office, at 20 hours a week.
The whole desk, typically 50 to 150 doors per operator
Where most firms start and stay. One full-time operator typically supports 50 to 150 doors depending on tenant turnover, maintenance frequency, and Spanish-speaking tenant share, running all eight lanes on scheduled hours with a shared supervisor and the warm bench behind them.
2+ years already inside a property management company
The same seat, office, and supervisor model as Operator. What changes is the person: someone with two or more years already working inside a property management company, so the vocabulary of work orders, owner statements, and renewals arrives with them. Matched to the role you define, scoped on the fit call, and never licensed work.
Custom (quote-based, two or more operators, 6-month minimum) is the shape for 200 or more doors, for a desk split between tenant-facing work and owner and vendor work, or for daytime and evening staffed at the same time. It is scoped on the fit call, with the supervisor configured to the engagement.
Seven days to live calls, and what to have ready before Day 1.
No operator arrives knowing your buildings, your vendor list, your thresholds, or the way your licensed property manager wants a leasing inquiry handled, and we would distrust any provider who claims theirs do. So the model says it plainly: your team teaches, our supervisor documents, and the written SOPs are what the operator works from on Day 1 and what any future replacement inherits. The canonical week is documented in full on our how it works page; here is what it looks like on a property management desk.
You add the operator to your platform and phone system with the role your policy allows, never an administrator, by policy. Your team walks through the desk: your buildings, your vendor list by trade, your spend thresholds, your intake and severity script, your delinquency script, the leasing inquiry script your licensed property manager approved, your after-hours protocol, and your owner communication conventions. Our supervisor sits in and turns all of it into written SOPs that stay with your account.
The operator shadows whoever runs the desk today, on live calls and the live queue: how real requests get graded, which vendors get called first, how your team handles the inquiry that turns into a question the script does not answer. Bilingual intake, delinquency, and inquiry scripts get rehearsed in supervised role-plays, in both languages, against the standard your team set.
The operator takes live calls under supervisor review at reduced volume, with same-day correction. Dispatches run against the documented vendor list and thresholds, and every handoff to your property manager gets checked against the decision line written on Day 1.
The operator runs the desk on their own: the queue, the maintenance cycle, the delinquency block, inquiries and showings, owner updates, the back-office routine. Supervisor sampling of recorded calls continues weekly. The Week 1 SOPs mean a bench replacement never starts from zero on your desk, which is what makes the 5-business-day replacement SLA a commitment rather than a hope.
- Your approved vendor list, by trade, with the contact your team actually calls.
- Spend thresholds: what the operator may dispatch without asking, and who approves above the line.
- Scripts: maintenance intake and severity, delinquency and reminder language, and the leasing inquiry script your licensed property manager has approved.
- The after-hours protocol: which vendors take emergency calls, what triggers owner notification, how the answering flow routes.
- Platform access at the role your policy allows, with property and GL coding conventions if the back-office lane is in scope.
- Phone routing: which lines, queues, or portal inboxes the operator owns, and where overflow goes.
Where the operator stops and the licensed property manager decides.
A property management virtual assistant is an unlicensed seat in every state. That scope is wide enough to run the communication and coordination layer and narrow enough that your licensed property manager or attorney remains the counterparty on every decision that crosses the line. The line is written into the SOPs during onboarding, at the thresholds your company sets, and the supervisor checks recorded calls against it weekly. Here it is, lane by lane.
| Area | Operator does | Licensed PM or attorney decides |
|---|---|---|
| Leasing | Answers inquiries from the approved script, asks the pre-qualification questions as written, schedules showings, logs every question | Shows units, screens applicants, approves or denies, signs leases, communicates decisions to applicants |
| Fair Housing | Communication and documentation only; accommodation and modification requests documented and routed | Every protected-class decision: race, color, religion, sex, national origin, familial status, disability, and source of income where state law protects it |
| Rent | Reminder and delinquency calls on your script, promise-to-pay and partial-payment conversations documented, threshold accounts flagged same day | Fee waivers, payment plans, legal positions, notices, and filings |
| Maintenance | Intake, triage against your severity rules, dispatch from your approved list inside your spend threshold, follow-through to closed | Spend above threshold, emergency authorization above threshold, habitability and legal judgment, repair scope disputes |
| Money | Move-out condition notes and photos, vendor bill entry and invoice matching, owner statement packets assembled | Security-deposit deductions, refunds, payment approvals, and the close |
| Owners | Drafts updates and statement cover notes, fields line-item questions from the ledger | Disputes, fee terms, and the management agreement |
Fair Housing carve-out, non-negotiable: the operator never makes Fair-Housing-protected decisions. Tenant qualification, lease approval, and any decision that touches a protected class routes to the licensed property manager. It applies in every state, every portfolio, every engagement.
The leasing inquiry script makes that carve-out operational. It is written or approved by the licensed property manager. Availability, price, and terms are read as written. The same script runs in English and in Spanish. Source-of-income questions route to the property manager where state law protects it. Accommodation and modification requests are documented and routed, never answered. And recorded calls are reviewed weekly against the script, so drift gets caught by the supervisor before it reaches an applicant.
The state-by-state scope table for an unlicensed operator, the vertical overview, and the Hispanic-market framing live on our bilingual property management virtual assistant page.
The owner who wants the statement walked through in Spanish is not asking for a translation. They are asking whether anyone on the desk can answer the question. One person who can is the whole difference.
A supervisor's note
Working in your property management software, whichever one you run.
Nobody's operator arrives fluent in your instance, and we say so out loud. Menu knowledge is not workflow knowledge: your custom fields, your vendor list, your owner statement layout, and your note conventions are decisions your company made, and only your team can teach them. The operator brings bilingual phone work, general property management concepts, and documentation discipline; your team teaches the configuration; the supervisor writes it down.
We scope engagements working in your AppFolio, Buildium, Rent Manager, Yardi Breeze, DoorLoop, Propertyware, or TenantCloud, and the same model applies to the tools around the platform: maintenance coordination in your Property Meld, showing scheduling in your ShowMojo or Tenant Turner, and calls on your OpenPhone, RingCentral, or Dialpad. The workflow is the constant: intake, triage, dispatch, follow-through, documentation. The platform is where it gets logged.
Two platforms have their own page. The AppFolio virtual assistant page is the platform-deep cut, portal triage to owner statement send in that system's own vocabulary, and the Buildium virtual assistant page does the same for Resident Center, Tasks, and the bookkeeping prep lane. If the desk you need is maintenance only, the maintenance coordinator virtual assistant page covers that single role end to end.
Spanish-first tenants report problems earlier. The desk has to be able to hear them.
44.9 million people in the US speak Spanish at home (US Census Bureau, 2024 ACS). On a rental portfolio that number is operations, not demographics: the leak reported through a neighbor's teenager because the office line promises an English conversation, the access window missed because the confirmation went out in a language the tenant does not read, the delinquency call that never connects because the tenant will not pick up for a conversation they cannot have.
A desk built bilingual inverts the default. Spanish-first tenants report problems earlier, which makes repairs cheaper. Access windows get confirmed in the tenant's language, which makes vendor trips land. The delinquency conversation happens in the language the tenant answers in, which is the only way a promise-to-pay gets made. Owners who prefer Spanish get the statement walked through, not forwarded. And every note still lands in English in your platform, so the file stays clean for managers, owners, and whoever sits in the seat next. The operating discipline behind all of it is our bilingual virtual assistant service; this page is the property management desk cut of it.
$1,797 a month. Full-time. Flat. Published.
40 hrs/wk full-time. One bilingual operator running the whole desk in your property management platform from our office, with a shared supervisor and the 3-operator warm bench behind them.
Start with Operator →Starter ($1,097/mo, one operator at 20 hrs/wk part-time) fits portfolios under about 50 doors or one contained lane of a larger desk. Specialist ($2,497/mo) is the same seat and hours as Operator, filled by someone with two or more years already working in your vertical, scoped on the fit call and never licensed work. Custom (quote-based, two or more operators, 6-month minimum) covers 200 or more doors, split desks, or daytime and evening staffed at the same time. Full detail and the universal terms at /pricing, and the market-wide math, hourly bands and in-house wage loads included, in our Spanish-speaking virtual assistant cost guide.
Common questions from firms hiring for the desk.
01What does a property management virtual assistant do?
02How do I hire a property management virtual assistant through Assistiq?
03How much does a property management virtual assistant cost?
04Can the operator handle leasing inquiries and schedule showings?
05Can the operator make rent reminder and delinquency calls?
06Which property management software do your operators work in?
07Should I choose Operator or Specialist for a property management desk?
08Does the operator cover after-hours maintenance emergencies?
09Can the operator handle bills, owner statements, and other back-office work in my platform?
Comparing providers before you decide? Our ranking of the best property management virtual assistant companies scores managed agencies, placement firms, marketplaces, and the dedicated bilingual model on five published weights, with every price verified on first-party pages.
Hiring for a different desk? The insurance virtual assistant service page follows the same tiers and the same 7-day onboarding.
Talk through your property management desk. 30 minutes, no slides, no sales pitch.
We will walk through your door count, your platform, your tenant language mix, which of the eight lanes the desk needs first, and where your thresholds sit. You will know within the call whether we are a fit.
Or reach us directly at hello@assistiq.io.