AirBnB / VRBO Property Managers Need Virtual Assistants
Hiring a virtual assistant to help your property management company is a smart business decision. Getting the most money out of your property is truly the art of providing excellence while managing your costs. And it truly doesn’t matter if you have one property, on AirBnB perhaps, or multiple pieces of real estate because you only pay a virtual assistant when they are working for you.
Our virtual assistants help with luxury, vacation, beach, AirBnB, VRBO and a host of local properties. Here’s how we help:
Hire a Virtual Assistant to Make Your Property More Profitable
Guest Communication & Management
Pre-Arrival Coordination- For vacaction and luxury rentals, pre-arrival can include managing client requests, check-in time, amenities questions, directions and more. For some property managers pre-arrival instructions also include providing personalized welcome messages.
Handling inquiries and booking requests for single and multiple properties promptly
Send automated check-in/check-out instructions
Solving guest questions and escalating major issues when necessary to take care of guest needs promptly.
Handle complaints or issues before escalating to the owner
Guests at luxury accommodations might be offered a high concierge type service where our virtual assistant would help with special occasion planning, private book of services like private chefs, spa treatments, yacht rentals and chauffeurs
Listing Optimization & Management
Perhaps the most important part of vacation rental management is the booking strategy. Helping to manage the listing and booking strategy is also a great use for a virtual assistant becuase it takes a great deal of focus, but can be done remotely. To start a virtual assistant working on vacation property management can:
Create and update property listings with compelling property descriptions, explanation of amentiies, and high-quality photos. The photography component often requires coordination of drone shots, 3D tours and video walkthroughs. Also making sure the listings (and property) meet the platform policies and local rental regulations.
Optimizing the pricing is the next big step. That involves looking at demand, seasonality, local events and competitor rates. But it also involves determing minimum stay requirements to truly maximize income. Having a full understanding of the income and profitability also helps in approving long term vs short stay rentals.
Managing multiple booking platforms such as Airbnb, Vrbo, Booking.com is also important. That involves syncing calendars to avoid double bookings, and working to ensure visibility on luxury rental sites (Plum Guide, LVH, OneFineStay) in addition.
Screen high-net-worth guests: Ensure clientele aligns with the luxury brand
Coordinate with personal assistants or travel agents: Many luxury guests book via their assistants
Oversee special booking conditions: Handle security deposits, liability waivers, and additional contracts
Oversee corporate or group bookings and special rental agreements
Create New Income Streams
Often times a guest’s stay at your place is a memory making event. For most guests however, souvenirs, photos and reminders have to be made while on property or the opportunity gows away.
Virtual assistants can find affiliate links to products and then email them to past guests. For instance, a 13 year-old girl who has great memories from her summer vacation may love a “Pensacola Beach” sweatshirt for Christmas. Or a husband might grab a Tampa starfish ornament for the family. Keeping in contact with past guests creates income opportunities.
Operations Coordination
Sometimes the operations side of property management is overlooked as it pertains to the duties of a virtual assistant. But this is another place you can get great, productive assistance.
Managing a property to always be ready for back-to-back bookings is critical. That means ensurings seamless transitions between guests, scheduling and coordinating cleaning services and arranging for repairs to be made.
Managinging the Housekeeping and Maintenance Services vendor so that property always has the essentials (toiletries, linens, kitchen materials, fine wines, gourmet snacks), and necessary maintenance is handled.
High-end maintenance management: Coordinate pool cleaning, landscaping, smart home systems, and security checks
Tech-enabled property management: Ensure seamless operation of smart locks, climate control, and home automation
Arrange maintenance and repairs with local vendors and contractors
Marketing & Social Media
Your marketing is only as sophisticated and creative as you are willing to put your time and energy into making it happen. A virtual assistant, with experience in many industries, will bring ideas new creativity to the property. Virtual Assistants will help with:
Promoting listings through social media (Instagram, Facebook, Pinterest, etc.)
Running targeted ads on Google, Instagram, LinkedIn, Facebook, specific websites, forums, travel sites and off-line locations like magazines
Create and manage a website or blog to attract direct bookings and property showcases
Design email campaigns to encourage past guests to repeat by highlighting local events, venue upgrades, and discounts.
Monitor guest reviews across multiple properties to maintain high ratings
Influencer & brand partnerships: Collaborate with travel influencers and luxury brands for exposure
Personalized email campaigns: Engage past guests with exclusive offers and VIP promotions
Luxury blog & SEO strategy: Create high-value content around high-end travel experiences and elite lifestyle trends
Develop a unified brand identity across all rental listings and websites
Monitor and respond to guest reviews to maintain a high rating
Financial & Reporting Tasks
Track expenses and income for accounting purposes such as upkeep, renovations, rental income, housekeeping expenses
Generate monthly revenue and occupancy, revenue and performance reports
Manage security deposit refunds and damage claims
Manage tax & compliance for luxury rental markets
Process invoices and payments for cleaning, maintenance, and utility services
Client & Owner Relations
Finally, there is nothing more important for a business owner than having really good communication with their team members. As such our VAs will
Provide monthly performance reports to property owners
Handle owner inquiries and concerns about bookings, maintenance, or revenue
Offer consulting on improving property appeal (e.g., design upgrades, amenity additions)
