What Tasks Do People Outsource to Virtual Assistants (and why you probably should too)
You know that feeling when your to-do list is never-ending, your inbox is overflowing, and you’ve got five WhatsApp chats going off while you try to book a gas safety inspection, follow up with a tenant, and also eat lunch (preferably sitting down)? Yeah, same here.
That’s why I started using Virtual Assistants. Not just because it sounded like a cool thing to do, but because I needed actual help. Not in six weeks’ time. Now. Eventually, it worked so well I started an agency to help other people get the same results.
But here’s the thing: most people don’t really know what they can delegate to a VA. They assume it’s just admin or email sorting. In reality, it’s much more than that. So, if you're a property professional, whether you're sourcing deals, managing serviced accommodation, letting properties, or running your own agency - this list is for you.
Here are 15 of the most commonly outsourced tasks to virtual assistants, based on my modest experience running propVA
The chaos starts here. Your inbox isn’t just a communication tool, it’s a black hole that sucks your time. A VA can manage it daily: flag what’s urgent, respond to common enquiries, unsubscribe from spammy stuff, and file things properly. You only see what actually matters.
Whether you're managing HMOs, BTLs, or SA units, keeping on top of messages from tenants or Airbnb guests can be a full-time job. A VA can handle messages, schedule repairs, answer queries, chase deposits - all the day-to-day noise.
My time is valuable. VAs manage my calendar, book calls, schedule viewings or contractor visits, and even send reminders. Bonus: you can actually ask your VA to chase to prepare your stuff for the meeting. Not every VA is comfortable with nagging their boss, but the right ones are actually very efficient.
Need to upload a new property to Rightmove, Zoopla, Airbnb, or your own site? Your VA can write descriptions, resize photos, update prices, and manage availability across multiple platforms. It’s a faff and one you definitely shouldn’t be doing yourself.
This is a goldmine for outsourcing. VAs can chase documents, collect IDs, follow up with references, draft tenancy agreements (under your templates), and make sure everything is sorted before move-in day. You only step in for the final thumbs-up.
Updating spreadsheets, logging viewing notes, or adding leads to your CRM, these are the tasks that always fall through the cracks. VAs can make sure your data is clean, up to date, and not sitting in a pile of sticky notes on your desk.
If you’re doing direct-to-vendor or working with investors, this one’s key. Your VA can build prospect lists, scrape data, research landlords or companies, and prep outreach campaigns.
You know you should be posting more. But it’s another thing on the list. VAs can help write captions, schedule posts, reply to comments, and engage with your audience so your brand doesn’t disappear when you’re too busy to show up.
Some VAs are great on the phone, especially with the right script and training. They can call leads, qualify prospects, book appointments, or follow up on no-shows. Just don’t expect miracle sales conversions from day one.
VAs don’t replace your accountant, but they can help get your numbers in shape. They can upload receipts, chase payments, issue invoices, and make sure your Xero or QuickBooks is tidy.
11. System & Process Documentation
Got a process in your head that only you know how to do? Let your VA document it. They can create SOPs (standard operating procedures), write checklists, and even build onboarding guides for your future hires. I personally ask mine to record videos while sharing screen in Loom.
Looking to expand into a new area? Your VA can pull rental comparables, review pricing trends, identify competitors, or find potential JV partners. They might not be a valuer, but they’re great at gathering data to help you make decisions faster.
If you run serviced accommodation, you know how fiddly booking platforms can be. VAs can manage your Airbnb and Booking.com listings, updating prices, blocking calendars, replying to reviews, and keeping everything aligned.
Asking people to leave reviews always gets pushed down the list. But reviews are gold for your credibility. A VA can set up a simple follow-up process, email clients or guests, and politely nudge them until they click that 5-star button.
No, your VA isn’t a web developer. But if you’ve got a WordPress or Squarespace site, they can update text, swap out images, fix typos, and keep things fresh. No more “coming soon” pages that have been up for 2 years.
Outsourcing doesn’t mean giving up control, it means buying back your time. Start small. Give your VA one or two tasks to own completely, then build from there. You’ll be amazed how quickly it adds up.
The best VAs aren’t just task-takers they become part of your team. They learn your business, your tone of voice, your priorities. They free you up to think, grow, and maybe even take a proper lunch break once in a while.
I’ve seen estate agents, developers and landlords transform the way they work with the help of a well-matched VA. It’s not magic - just good delegation. And once you get the hang of it, there’s no going back.
If you wonder how you can find the right VA for you, I’ll send you to one of my previous articles in Blue Bricks, but if you’d rather trust professionals, I’m here, and happy to help.
