Call us now
Challenges
The property management company faced growing financial pressure to reduce operational costs while maintaining efficiency. With increasing overhead costs, particularly for in-house staff, the company was struggling to find a way to remain competitive without compromising service quality. Their primary challenge was to reduce expenses by 35% while still ensuring that essential tasks—like tenant processing, maintenance coordination, and financial management—were completed accurately and on time.
Adding to the complexity, they had a decentralized workforce spread across various locations, making coordination and communication even more difficult. The leadership feared that cutting costs would inevitably lead to errors, delayed work, or reduced service quality, which could harm their reputation and relationships with tenants, vendors, and property owners. They needed a solution that would cut costs dramatically without sacrificing the precision and timeliness of their daily operations.
Our Approach
The client decided to try our virtual staffing solution. We began by introducing one virtual staff member who quickly adapted to the company’s processes through detailed training sessions. Using web conferencing tools, we recorded both screen activities and voice instructions to ensure clarity. After a comprehensive 5-day training, we immediately began trial tasks, and the client was highly impressed by our performance. Encouraged by our high level of accuracy and punctuality, they decided to expand the partnership and delegated additional tasks and team members to us.
Property Management Tasks We Handled
New tenant application:
Entering new tenant details into the client’s software, verifying credit and criminal records, and approving or rejecting applications based on the findings.
Work Order Processing:
Managing work orders for maintenance staff and recording purchases made for repairs.
Vendor Invoice Processing:
Reviewing and entering vendor invoices into the system and preparing them for payment.
Utilities Bill Processing:
Entering and updating electricity and gas bills for properties.
Payroll Processing:
Managing weekly payroll for the company’s staff.
Accounting:
Handling rental deposit management, account reconciliation, and preparing management and owner reports.
Results
With our virtual staffing solution, the client managed to cut employee expenses by 42%, exceeding their original cost-saving target. As the company experienced growth, they continued to expand their virtual team, allowing them to handle increased workloads without a corresponding increase in expenses.
