"I’ve been referring my real estate friends to ShoreAgents for many years now with great success. Their systems and real estate industry experience set them apart from the rest. Plus recent advances in new technology and AI make things even better."
The team at ShoreAgents has been crucial for our company growth over the past 12 months. We are extremely happy with the service and will be using them for other companies in our network.
The whole Outsourcing process at ShoreAgents has been amazing—starting from recruitment to processing, onboarding, HR, and everything in between.
"As someone who owns a thriving Real Estate Training and Recruitment company, I know the importance of having things run smoothly behind the scenes. Hiring a VA has been a game-changer for me in achieving this. Although it took some initial effort to set up, having marketing tasks consistently handled on autopilot has resulted in significant success. I am truly grateful to ShoreAgents for providing an excellent VA service that I would highly recommend to anyone looking to streamline their business operations."
I have used ShoreAgents successfully to support my Real Estate Sales business for 5 years in which 4 and a half of those were with the same VA. I recently replaced my VA as she had some other opportunities and I must say I am amazed that in a short time my new VA is up to speed and if not doing more!
ShoreAgents has been a great support in terms of training and setting us up on new systems, getting processes in place to make our outsourcing most effective.
"ShoreAgents certainly helped me get my business into that mode of working with some outsourced workers and helping me to work on the go."
Outsourcing will change the dynamic of your business and certainly make your way more competitive in this very demanding market.
We have 2 staff with ShoreAgents one in Property Management and one in multimedia. We are constantly blown away by the capabilities of our team in the Philippines and we will be hiring more staff with ShoreAgents in the future! The whole team there are legends.
ShoreAgents introduced us to systems and processes that have enabled us to streamline procedures that are checked off and completed almost without supervision. These are the great benefits that ShoreAgents has been able to offer us.
We've had almost a 25% increase in volume of appraisal listings and sales. I could recommend ShoreAgents more highly enough just to further improve the efficiency and effectiveness of how you work.
We hired 1 agent with ShoreAgents as a trial before we commit to hiring more in other areas of our business. Our first hire has blown our expectations out of the water as he is accurate, pays attention to detail and picks things up way faster than we anticipated. We highly recommend them so far and look forward to our future hires with them!
"Shore Agents offer a first class outsourcing service. Their efficient, proactive approach to customer service makes the whole process easy. The support given to their clients and to the employees alike has given me the confidence I needed to work with an outsourcing company. Highly recommended."
"We are loving our new VA its only been 2 weeks but we should have done it years ago."
I tried multiple companies before finally using ShoreAgents and I wish I did from the start, because there is really no compare. They are heads and shoulders above the rest! Highly recommended!
We've used multiple Outsourcing companies and ShoreAgents has surpassed our expectations by far. From the quality of candidates we receive to the ongoing support, and everything in between. Kath and Mark have made the hiring process a breeze. We're so thankful to work with an amazing team!
Working with ShoreAgents has been a great experience, we've been able to scale and grow thanks to their reliable and experienced agents. The ShoreAgents team has become a key part of our operations and our onshore staff have full faith that things are taken care of so they can focus on what they do best here.
We have hired freelancers in the past however it was unreliable with a lot of inconsistency. We searched Google for other options and came across ShoreAgents in which we are glad we did. The recruitment process was so smooth as they presented us with thoroughly prequalified candidates to interview. We chose our first agent, and we are extremely impressed with her dedication to her work not to mention quality. We will be looking to ShoreAgents for many more roles in the future.
The support from Stephen and the team has been absolutely sensational. Outsourcing really allowed me to streamline what I do, particularly with my back office out of things which takes a lot of time off me, and allows me to focus on the role that I need.
A property management virtual assistant is a member of your team who is located offshore. They are a dedicated virtual assistant who works for your property management department from an office in the Philippines. They can work during your normal working hours or outside, depending on your needs. Above all, a property management VA is a secure and hardworking staff member who is there to make your PM team more streamlined.
And best of all, a PMVA is a quarter or a third of the cost of what it would cost you to hire internally.
Virtual Property Manager
Virtual Property Manager
When you look at property management, it’s basically a flow. It moves from onboarding new landlords, advertising, prospecting tenants, leasing properties, carrying out inspections, dealing with repairs, and then through to lease renewals, vacates, and relisting. The PM flow is fairly straightforward, but it is time-consuming and involves ticking off a lot of boxes.
A property management virtual assistant can help with every step of the flow. Your dedicated team member will dramatically ease the time and administrative burden that is currently slowing down your processes.
By now, you’ll have a few good prospects who will have submitted applications. Your PMVA will process the app and make sure all the information is complete. If it’s not, they can immediately contact the applicants via SMS or email and fill in any missing details. After that, it’s a simple process of checking rental, professional, and employment references – simple in theory but time-consuming in practice! All of these checks are vital but require a significant time investment. With a PMVA, these fiddly details can be gathered while your property managers are prospecting other landlords and properties. Once all the info and references are 100% completed, your PM passes the applications on to the landlord for approval.
At this point, it’s time to create a lease and start collecting money. Your PMVA will carefully follow all appropriate standards to create the lease and send it over to the tenant via email. They can then sign it via DocuSign or whatever system your office uses. At the same time, they’ll let the tenant know where to transfer their deposit and make sure they’re set up in your accounting software correctly. They’ll then supply the tenant with all the info they need to lodge their bond properly. Again, these are all things that need to be done. They are essential to keep the property management side of your business going. Every single step is vitally important but also time-consuming. If you know exactly what needs to be done, it then becomes the job of your PMVA to tick off everything on the list.
Of course, there are things your offshore staff can’t do. Things like property inspections have to be done by your onsite team. Your property manager is responsible for going out to the property and doing the initial inspection report, and taking photos. Using an app like PropertyMe, they can make all their notes online. Then, it’s over to your PMVA to complete the report, send it on to the tenant, and get it signed off.
When we say that a PMVA is part of every step of the property management process, we mean it. And that includes rent receipting. Each morning, your property management VA can process your accounts and reconcile rental payments. They’ll immediately flag which tenants are in arrears so that your local PM can follow up. Or they can even send the initial SMS or email themselves, giving the tenant a quick nudge. Your PMVA will follow your arrears process and bring in the big guns, i.e. your property manager, only when necessary.
If you take the time to set up an online process, your tenants can lodge maintenance requests online via Facebook, or even SMS. Once your PMVA receives the request, they can get in touch with your approved tradespeople and organize the repairs. Of course, as part of your maintenance process, you’ll include an approval step from the property manager. Once that has been ticked off, it moves back to the PMVA to coordinate between the tradesperson and the tenant to find a suitable time or arrange access. Think about how long it takes when you need to have a three-way conversation like that. The tradie is usually on the phone, while the tenant prefers email, and your PM is stuck in the middle, spending a huge amount of time on a relatively unimportant task. That’s why, in our experience, a property manager with a dedicated virtual assistant can double the number of properties they manage. Yes. DOUBLE. A property manager with a rent roll of 150 can go to 300 in a matter of weeks.
As part of the initial leasing process, your PMVA will set up calendar alerts to set up routine inspections. Naturally, your property management team all have online calendars and will have clearly defined what days and times they are available for inspections. Using that information, your PMVA will coordinate with tenants to arrange the perfect time to carry out a routine inspection. And just like the initial inspection, they will process the notes and photos that the property manager makes and turn them into a complete report that can be sent straight on to the landlord.
When it’s nearing the end of a lease period, your PMVA will get an alert to start following up. Generally, you want to avoid empty properties, but this will depend on what the property manager, landlord, and tenant decide. Your PMVA will contact their property manager between 60 to 90 days before the lease is due to expire. This gives the PM plenty of time to find out what the landlord wants. If they give the green light for the renewal, the PMVA sends the information to the tenant, and the process gets underway. End-of-lease care is an important part of keeping both landlords and tenants happy, and it’ll be the job of your PM virtual assistant to make sure this critical period runs smoothly. In the case of a vacate, your PMVA will make sure the tenant and landlord have all the information they need for a smooth transition. And, of course, they’ll hop right back into preparing all the advertising materials you need to make sure a new tenant is found as soon as possible.
