Letting Agency Admin Tasks to Delegate to a Virtual Assistant
- Benjie Marcos
- Jun 21
- 2 min read
Letting agencies handle a variety of administrative tasks daily to manage rental properties efficiently and keep both landlords and tenants happy. Here's a breakdown of the core daily admin tasks:
Tenant Management
Responding to enquiries from prospective tenants (calls, emails, online forms).
Scheduling and conducting viewings or coordinating them with property managers.
Processing applications (collecting references, ID checks, credit checks).
Preparing tenancy agreements and getting digital signatures.
Handling move-ins and move-outs (inventory checks, key collection/return, utility readings).
Landlord Communication & Reporting
Updating landlords about viewings, applications, and tenant feedback.
Sending monthly rental statements or reports.
Advising landlords on rent adjustments, market changes, or maintenance needs.
Rent Collection & Arrears
Monitoring rent payments daily.
Chasing late payments (email reminders, SMS, calls).
Updating rent records and reconciling bank statements.
Maintenance Coordination
Logging maintenance requests from tenants.
Instructing contractors or tradespeople for repairs.
Following up to confirm jobs are completed.
Updating landlords with costs and completion status.
Compliance & Renewals
Tracking tenancy renewals and sending notices in advance.
Managing compliance checks: gas safety, EICR, EPC, smoke alarms, etc.
Updating certification records and scheduling annual inspections.
Document & System Management
Filing documentation (digitally or physically).
Updating CRM/property management systems (tenant info, property details, contracts).
Maintaining property adverts on portals like Rightmove, Zoopla, etc.
General Communication: Letting Agencies
Answering phones and emails from tenants, landlords, and contractors.
Handling complaints or escalating them where needed.
Managing keys – check-in/check-out, key logs, spares, etc.
Letting agencies rely heavily on systems and processes to stay on top of this. Many also now use virtual assistants or automation tools to take on some of the repetitive admin (like rent chasing or managing viewings).
Free Up Your Team to Focus on Growth
Running a letting agency involves a mountain of repetitive admin that eats into time your team could be spending on higher-value work—like growing your portfolio, nurturing client relationships, or improving service quality. The good news? Many of these daily tasks can be streamlined or delegated with the right support.
At The Property VA, we help letting agencies like yours map out processes and identify exactly what can be handed over to a skilled Virtual Assistant—so your in-house staff can focus on what truly moves the needle.
Book a free consultation with us today and discover how a VA can help you save time, reduce stress, and scale smarter.
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