Property management back-office and maintenance coordination support
An experienced property manager, on your team.
Hands-on back-office and maintenance coordination support for small property management companies. We take the follow-up work off your plate inside your own software, and automate the repeat tasks as we go.
What is property management back-office support?
It is hands-on help from an experienced property manager working remotely inside your systems: maintenance coordination, leasing and renewal follow-up, data entry, owner and resident updates. It is like a property management virtual assistant who already knows the job.
A good fit if
- Your team is stretched and follow-up work keeps slipping
- You want help that already knows AppFolio, Buildium, Aptly, LeadSimple or Salesforce
- You need flexible support without a full-time hire
- You want the repeat tasks automated as they are handled
Probably not a fit if you need someone on site for showings, inspections or repairs.
Book a Free Strategy CallThe follow-up work that fills your week.
Pick the tasks that slow your team down most. We work in your systems, with your templates and your vendor list.
Maintenance coordination
- Intake and triage of requests
- Vendor scheduling and follow-up
- Resident updates until the job is closed
- Invoices and completion photos collected
Leasing support
- Inquiry replies and follow-up
- Showing scheduling
- Application and document follow-up
- Listing updates
Onboarding, renewals and turnover
- Move-in checklists and welcome messages
- Renewal reminders and offer preparation
- Notice tracking
- Move-out and turnover coordination
Rent and ledgers
- Rent reminders and receipts
- Ledger review and cleanup
- Delinquency lists for the manager
- Owner statement preparation
Data and admin
- Property, unit and owner setup
- Data entry in your software
- Document filing in Dropbox or your drive
- Process notes and checklists
Owner and resident communication
- Routine owner updates
- Resident notices from your templates
- Inbox triage
- Escalations to the right person
Clear scope, clear handoffs.
Support that fits around your team, with everything agreed in writing first.
Call and scope
We learn your portfolio and software, then agree in writing the tasks, hours, system access and who approves what.
Get set up
Secure access to your systems, plus your templates, vendor list and escalation rules.
Weekly check-in
A short summary of what was done, what is pending and what could be automated next.
What stays with you
Approvals, moving money, legal notices, applicant decisions and owner relationships. We prepare the work and follow it up, and your team makes the call.
Back-office support: common questions
Short, direct answers. Ask us anything else on a strategy call.
Is back-office support done by a person or by AI?
By a person. Back-office and maintenance coordination support is hands-on work by an experienced property manager, with automation added where it saves time.
Which property management software can you work in?
We have hands-on experience with AppFolio, Buildium, Aptly, LeadSimple and Salesforce, and we can learn the systems your team already uses.
Can you coordinate maintenance with our own vendors?
Yes. We can take maintenance intake, schedule your vendors, follow up until work orders are closed and keep residents updated, using your vendor list and approval limits.
Is this the same as hiring a property management virtual assistant?
It is similar: the help is remote and works inside your systems. The difference is that the work is done by an experienced US property manager, so maintenance, leasing and owner questions are handled the way a property manager would handle them.
Your Business Doesn't Need More Busywork. It Needs Better Systems.
Tell us where your week goes. On a free call with a working property manager, we will show you what to automate, what to hand off and what to fix first.