For property managers and portfolio operators
Tenant messages, vendor updates and open requests need someone following through. Get a dedicated virtual assistant prepared for property management and the responsibilities around your portfolio. Knows The Drill handles recruiting and industry-specific preparation before your assistant joins your team.
Find your assistantA maintenance request passes through a tenant, an office inbox and a vendor before a visit is confirmed. Meanwhile, renewal dates and owner questions keep arriving. Each item needs a visible status and a next step.
Start with a queue your team understands. Provide a place to record requests, an approved contact list and escalation instructions. The assistant coordinates the follow-through around your managers' judgment and the work on site.
The work to hand off
An assistant can log messages by property and unit, send approved acknowledgments and direct questions to the responsible manager. Provide response templates and escalation contacts so the record shows what the tenant reported, what was communicated and who needs to take the next step.
What you get back: A tenant-request queue with status and responsible contacts
Once a manager has set the priority and approved the vendor, an assistant can coordinate availability, confirm visit details and request progress updates. Completion notes and supporting files return to the manager for review, with overdue or unanswered items clearly identified.
What you get back: A maintenance update with appointments and outstanding questions
Using dates and requirements supplied by your team, an assistant can maintain renewal reminders, inspection appointments and document checklists. They can request approved paperwork and record what has arrived. Your manager determines what the documents mean and whether further action is required.
What you get back: An administrative calendar with dates and missing inputs
Provide a reporting template and approved information sources. An assistant can gather open-request statuses, vendor responses and scheduled visits into a concise update. Conflicting or missing information is flagged for review instead of being treated as a confirmed property or financial fact.
What you get back: A review-ready update on open property administration
Illustrative workflow
Use this example to divide maintenance follow-up between the assistant and your manager, using your approved vendors and escalation procedures.
Assistant preparesRecord the tenant's description, location and callback details without diagnosing the issue.
Manager decidesThe urgency, response and person responsible for the property.
Assistant preparesCoordinate availability and send the approved visit information to the relevant contacts.
Manager decidesVendor choice, access authorization and permitted spending.
Assistant preparesRequest a status update and flag a missed appointment or unanswered message.
Manager decidesWhether to change the plan or involve another provider.
Assistant preparesCollect the vendor's completion note and assemble unresolved questions.
Manager decidesWhether the work is accepted and the request can close.
Illustrative example — not a client record
This record gives the manager a specific scheduling decision to resolve before a vendor visit is confirmed.
Ready to hand over when: The manager can see the approved vendor, offered window and outstanding access decision; the visit remains tentative until the required confirmations are recorded.
Download the blank template (CSV)No email required. The file includes field names and guidance, with blank spaces for your own inputs. Use it to describe the work during matching; keep private client information out of an initial inquiry.
Shape the role around the workload
Managed support provides a dedicated, full-time assistant. Direct-hire responsibilities, hours and employment terms are agreed during matching.
Define which messages the assistant handles and which need a manager immediately. Agree support hours, access and the escalation route before starting, with responsibility for property decisions and on-site work clearly assigned.
Recruit. Prepare. Hand over.
First, we discuss your niche and the work you want your assistant to own. Then we recruit and prepare them in depth for the industry and responsibilities agreed with you before handoff. The matching conversation defines the skills, tools and preparation time your role needs.
We assess English fluency, practical problem-solving and independent judgment, so your assistant can work through the next step and recognize when to bring you in.
A dedicated, full-time assistant through our service, with ongoing support from our team. One monthly fee.
Explore managed supportWe recruit and train an assistant for you to hire directly into your team. You manage the day-to-day. One placement fee.
Explore direct hiringThe examples on these pages are a starting point. Bring the broader range of work you want covered to the matching call. We agree responsibilities, preparation time, working hours, fees and terms before you start.
Show us the requests your managers keep chasing. We will help shape a dedicated administrative role around your portfolio, systems and office hours.
Explore other ways to organize the work around your team.
