There are many crucial processes property managers need to follow to keep everything operating smoothly. Among those processes are move-outs, make-readies, and relists. Training your property management virtual assistant to help with those processes is one of the best ways to get more done and have additional peace of mind. Here's what you need to know about these specific areas, so you can train your assistant to give you the help and support you and your tenants need most.
Property managers should avoid getting to the end of a lease with a tenant, then finding out they aren't planning on renewing. Learning this information weeks or months earlier makes the renewal (or new tenant placement process) easier. Additionally, getting ahead of the game gives you time to work with the tenant while they're still in the unit, so you can make repairs, do some of the needed maintenance, and prioritize anything that needs to be done as soon as the tenant is out of the space.
By being open and honest with what you need to do and willing to work around the tenant's schedule as much as possible, you can start the process of getting the unit ready for a new tenant before the current one leaves. That minimizes the turn-around time between units and helps you increase the ROI for your property owners.
You'll also want to show the unit to potential new renters as soon as possible. As long as you follow the lease's guidelines about giving notice, you can do that with the current tenant in place. Working quickly and efficiently can help you place a new renter signed up quickly, which means less downtime for the unit.
Organize the Process of Lease Termination
You can rely on your remote assistant to help you stay organized and ensure that lease terminations are handled correctly for every tenant who isn't planning to renew.
In some cases, a property owner may also decide not to renew a lease for a problem tenant. Those lease terminations should be handled the same way as tenants who aren't renewing unless there are extenuating circumstances or significant problems with the tenant that require additional measures.
Get Ready for Move-Out Process
Inspections are vital in ensuring a tenant didn't damage anything in the unit while they lived there. Of course, you should expect some normal wear and tear from daily life, but anything beyond that should be considered "damage" and processed accordingly.
Cleaning, repainting, and possibly upgrading some of the areas of the unit may all be part of the move-out process to make the unit ready for another renter. However, depending on the age of the unit and how long ago it was refreshed, you may only need to clean and make minor rental-ready repairs for your new tenant.
Make sure you know what kind of prep you need and how to prepare the unit for a new tenant as quickly as possible. For rental property maintenance, your virtual assistant can schedule vendors during the time between tenants. The right VAs can contact your maintenance team early enough in the process to get the work on their schedule, so you can feel confident that the new tenant's move-in won't be delayed.
Following up with everyone involved in the process makes it easier to stay on track, as well, because it's always possible that something could slip through the cracks otherwise. Working with a virtual contractor who does these things for you makes it far easier to focus on other critical areas of growing your property management business, and still know that everything is getting done effectively and efficiently.
Use Technology for Smoother Operations
Let your remote assistant support the maintenance process by using technology to handle the lease terminations, move-out checklists, relists and marketing the unit to a new tenant, and scheduling any maintenance or repairs for the property. These tasks don't need to be handled in person. A VA can easily schedule repairs and contractors through calendars and online portals.
Using a template to distribute security deposits can also help ensure tenants get their money back promptly (or property owners retain appropriate amounts for tenant damages).
One big way your property management virtual assistant can help is by tracking the KPIs of your make-ready and move-out process. Monitoring metrics to see how smoothly things are operating and making adjustments helps property management companies optimize operations, reduce costs, and ultimately serve clients better for better profits!
Work With a Property Management Virtual Assistant You Can Rely On
The right virtual assistants are ideal for helping a property management client improve productivity, efficiency, and revenue! In addition, the right VA can be an excellent asset for your move-out and make-ready process. Ready to find a great remote assistant to help with all your property management needs? Start with a Free Company Profile and search the thousands of available virtual assistants on the VPM Solutions platform.
Download the "Real Estate Virtual Assistant Hiring Kit" for free tools to help you find the best VAs!
