Back office help for property managers
Keep tenants happy and vendors on schedule with a dedicated teammate who handles requests and records.
Where an extra pair of hands helps most
- Logging maintenance requests and dispatching vendors
- Answering tenant calls and emails
- Screening rental applications
- Sending rent reminders and tracking late payments
- Updating listings for vacant units
- Keeping lease records current
When this hire pays off
Property managers lose hours each day to tenant calls and vendor scheduling. A dedicated teammate takes those off your desk so you can grow the portfolio.
Offshore help suits the work that happens in your software and on the phone. Site visits stay with your local team.
Tenant experience is often decided by how fast someone answers. A dedicated teammate can log a request, send it to the right vendor and update the tenant while your local staff are out at properties. You keep control of approvals and spending limits.
Owners notice the difference too. Clean records and regular repair updates make monthly statements easier to explain and renewals easier to win. Your teammate keeps that paperwork current so month end is not a scramble.
Many managers start with one person covering calls and work orders, then add leasing or accounting support as the portfolio grows.
The work, grouped by area
Tenants
- Answering calls and emails
- Logging maintenance requests
- Sending rent reminders
- Handling move in and move out paperwork
Maintenance
- Dispatching vendors
- Following up until jobs close
- Collecting invoices and photos
- Updating owners on repairs
Leasing
- Posting vacant units
- Answering inquiries
- Scheduling showings
- Collecting applications for your review
Accounting support
- Tracking late payments
- Entering vendor bills
- Preparing owner statements for review
- Keeping lease records current
Software by name
We look for experience in the tools you already run. These are the ones owners ask about most.
Property software
AppFolio, Buildium, Rent Manager, Yardi Breeze
Phones
RingCentral, Dialpad, Google Voice
Listings
Zillow Rental Manager, Apartments.com
Accounting
QuickBooks, AppFolio accounting
How onboarding works with delegateit
Start with a quick call
We learn where your time goes and scope the role with you, including hours and the tools you use.
We recruit and test
Candidates go through skills tests, live interviews and reference checks before you meet anyone.
You interview and choose
You meet the finalists yourself and pick the person who fits. Once you choose they can start within 24 hours.
Your client success manager runs onboarding
You get one named contact who helps set up access, first tasks and regular check ins. Your new teammate writes down your processes as they learn them.
You direct the work
You set priorities day to day. We handle payroll and HR. If the fit is wrong we recruit a replacement at no cost under our guarantee.
Your hiring checklist
Have these ready before the call and your shortlist will be sharper.
- Count units and average monthly work orders
- List your vendor contacts
- Write your rules for emergency requests
- Decide which decisions stay with you
- Choose the hours tenants should reach someone
Questions worth asking in the interview
You interview every finalist yourself. These questions show how someone actually works.
- A tenant calls about a leak at night. What do you do? Listen for your emergency rules.
- How would you keep vendors on schedule? Look for follow up habits.
- Which property software have you used? Match to yours.
- How do you handle an upset tenant? Calm and clear wins.
- What decisions would you leave to the manager? Strong candidates know approvals stay with you.
What it costs per hour
A full time property management assistant starts at $1,500 a month for about 160 hours, which is roughly $9.38 an hour. Part time starts at $900 a month for about 80 hours. Benefits and payroll on our side are included in that rate and plans run month to month with 30 days notice.
See how that stacks up against published prices from other providers and US employer cost data in our virtual assistant cost guide, or compare with a local hire in delegateit or a local hire.
Your first 30 days
A simple rhythm that works for most owners. Your client success manager helps you adjust it.
Week one
Give access to your main tools and hand over three or four tasks you do every week. Record a short screen video of how you do each one. Your teammate turns those into written steps you can check.
Week two
Add the next layer of work. Read the end of day notes and correct anything that is off while habits are still forming. Small fixes now save hours later.
Week three
Move from checking everything to checking samples. Agree the numbers you will look at each week so feedback stays tied to results.
Week four
Sit down with your teammate and your client success manager. Talk about what is working and what to hand over next. Most owners find a few more tasks they forgot they were doing.
What to measure
Pick two or three numbers and review them every week with your teammate. These are good places to start.
- Work orders closed on time
- Tenant reply time
- Vacant days per unit
Keep the list short. If a number stops being useful, swap it for one that is.
Roles that pair well
As the work grows, owners often add one of these next.
- Reception and Scheduling. Calls returned and appointments filled.
- Bookkeeping Assistant. Books reconciled and invoices out on time.
- Customer Support. Tickets and chats answered during your hours.
Browse every role we staff or read our cost and comparison guides.
Our satisfaction guarantee† see guarantee note
We want you fully happy with the person working for you. If your offshore hire isn't the right fit, tell your client success manager and we will replace them and recruit someone new for you, and we keep going until you are happy with your team.
Book a free callQuestions owners ask
Do your staff know property management?
We recruit for the tools and tasks you describe on the call and test for them before you interview anyone.
How fast can someone start?
Timing depends on the role. We confirm it with you after you choose your hire.
What does it cost?
Assistants start at $1,500 a month full time or $900 part time. Specialists start at $2,200 a month. Teams are quoted after a call.
Will they approve applicants?
No. They collect and organize applications and you decide.
Can they cover after hours calls?
Coverage is agreed when we scope the role.
What happens if the person is not a good fit?
Tell your client success manager. We recruit and place a replacement at no cost and keep going until you are happy, for as long as your account is active.
Is there a long contract?
No. Plans are month to month and you can cancel with 30 days notice.
How is my data protected?
Everyone we place signs an NDA and only gets access to what the job needs. You control every login.
Further reading
* Start times count from when you choose your hire after interviewing them. Timing is confirmed case by case for each applicant.
† Our satisfaction guarantee is a promise to replace and recruit staff until you are happy. It is a replacement promise and does not include refunds of fees for time already worked. Read the full guarantee terms.