Virtual assistant support for multifamily property management

Leasing

• Lead response: picking up every call, text, email and chat from ILS listings and the community website, filling in the guest card with its lead source, following up with prospects who toured but haven't applied, and answering the evening and weekend inquiries the leasing office misses.
• Tour coordination: booking in-person, virtual and self-guided tours on the leasing calendar, confirming each one with the prospect, and sending the post-tour message so site staff get a warm hand-off.
• Application processing: checking each file for completeness, verifying income and identity against the written rental criteria, flagging pay stubs or IDs that look altered, and keeping applicants posted through approval and lease signing.
• Renewal outreach: sending each renewal offer well ahead of lease end, working the list of residents who haven't answered by email, text and phone, logging notices to vacate so the apartment home goes back on the market, and processing the signed renewal.
• Renters insurance tracking: reading each declarations page for the liability limit, policy dates and the property's interested party listing, then catching policies that lapse after move-in and sending residents the lease notice.
• Leasing activity reporting: building the community's weekly box score of traffic, conversion, occupancy and the renewal pipeline for property management leadership.

Property management

• Work order management: logging each resident request from the portal, phone and email as a work order, setting its priority, keeping the resident informed about delays, and chasing open orders until the maintenance team closes them.
• Delinquency follow-up: working the daily delinquency report, contacting each resident with a past-due balance, and drafting the reminders, demand letters and pay or quit notices in the order state law sets.
• Tenant billing: auditing resident charges against each lease, from parking, pet and storage fees to RUBS or submetered utility bill-backs, so every charge bills and balances left at move-out reach the statement.
• Security deposit disposition: assembling the move-out statement from the resident ledger, inspection photos and vendor invoices, giving each deduction its reason, and tracking the state deadline for the refund.
• Property takeover: the transitions desk on a newly acquired or newly awarded community, from the takeover checklist and resident welcome notices to reading the seller's lease files and deposit ledger before units, residents and leases are loaded into the new system.

Accounting

• Invoice processing: coding vendor invoices to the community and GL account, matching them to purchase orders and routing them for approval within the owner's limits.
• Variance reporting: tracing each budget line over the owner's threshold to the ledger and writing up cause, timing and next step, leaning on occupancy, renewals and delinquency.
• Management fee calculation: applying the management agreement's gross receipts definition to what the community actually collected that month, with deposits and other exclusions set aside.

Rent posting and rent roll upkeep are left off on purpose, because the property management software already runs them.

• Make-ready turns: repair, paint, flooring and the final clean on each vacated apartment home, signed off as rent-ready on the last walkthrough.
• Move-ins and move-outs: the move-in condition checklist walked with the resident, the key handover, and the move-out inspection.
• Preventive maintenance: scheduled service on the building systems by the community's technicians and vendors.
• The tours themselves, given in person by the leasing team.

On a takeover, the transitions team reads the seller's resident files and security deposit ledger before anything is set up in the new system. That read, one apartment home at a time, is the part a language model can draft.

You are preparing one apartment home's lease data for a management takeover
at [community name]. Inputs: the executed lease, every renewal, addendum and
amendment in the resident file, and the seller's security deposit ledger.

Return one row per field, each with the value, the document and page it came
from, and the quoted language:
- Resident names on the lease, apartment home, lease start and end dates
- Current rent, and the date and amount of the last change
- Recurring charges named in the lease: parking, storage, pet rent, utilities
- Concessions still running, with their end dates
- Security deposit required by the lease
Then compare the lease deposit with the seller's ledger balance and mark
MATCH or MISMATCH.
Where the resident file is silent on a field, mark it NOT FOUND. Never use
the seller's rent roll to fill a gap in the lease file.

A person on the transitions team checks every row against the executed lease and its amendments before it is loaded, and confirms each deposit amount before the funds move. The read breaks in predictable places: a signed renewal missing from the file, which leaves last year's rent on the row; an addendum that changed a charge but was filed in another folder; a ledger that folds a pet deposit into the security deposit; and a scanned lease where the model transposes a date. Any one of them shows up as a wrong balance on the first statement residents get from the new manager.