Serviced accommodation, SheffieldProperties under management, from one assistant to three as the portfolio grew.
“They quickly found me a virtual assistant that was a great fit for what I needed.”Gold Key Property, Google reviewRead the story
Property and lettings
Property admin, handled
by one dedicated assistant
Tenant calls, repairs and rent, run every day by one trained assistant from our managed office in Sri Lanka. Built with property businesses like Open Mind Property, which grew from 20 to 120 homes, and Gold Key Property, from 20 to more than 50.
From 20 to 120 properties
Open Mind Property, in under two years, with our assistants.
Client story
From 20 to 120 properties without a bigger UK payroll
Open Mind Property runs rent-to-rent HMOs, single lets and serviced accommodation. Here is how a managed team carried that growth.
6xGrowth, from 20 to 120 managed properties in under two years
80%Of operations run by the managed team in Sri Lanka
60%+Lower employment costs than hiring in the UK
130More properties in the pipeline for the next 12 months
- Phase 1
One agent
The first assistant took over core administration and tenant messages, freeing the directors for sales and acquisitions.
- Phase 2
A specialist team
Five more agents over 12 months: tenant and guest communication, reporting and compliance, bookings, HMO licensing, expenses and contractor scheduling.
- Phase 3
A new division
With operations steady, Open Mind launched serviced accommodation alongside HMOs and single lets, without adding UK payroll risk.
“Excellent service in sourcing virtual agent. The process took few weeks, the company has sourced us excellent agent with years of working experience. Low upfront fee and great value for money.”Open Mind Property, Google review
Also growing with us
Serviced accommodation, Sheffield
Sales and lettings, Cleveland and North YorkshireLower cost than a UK hire. One assistant handles tenant screening and communication, viewings, landlord contact and property admin.
Read the storyThree jobs that eat a lettings week
Start with one of these, or combine them in one full-time role. We shape the role around your portfolio before we recruit.
Tenant communication
One person who answers tenants the way you would, every working day, so nothing waits for you to get off site.
- Enquiries and viewingsPhone, email and portal enquiries answered, viewings booked and confirmed
- Move-ins and move-outsCheck-in packs sent, keys and meter readings arranged, inventories chased
- Day-to-day questionsAnswered from your agreed answers; anything unusual passed to you with the history
- Every conversation loggedNotes in your CRM, so anyone can pick up where the last one ended
A Monday inbox, sortedWeekend enquiries answered, two viewings booked for Tuesday, and one complaint passed to you with the full thread.
Maintenance coordination
Repairs logged, the right contractor booked and the tenant kept informed, while decisions on spend stay with you.
- Requests logged and triagedUrgent issues flagged straight away, routine jobs queued in your system
- Approved contractorsQuotes requested, visits booked and access arranged with the tenant
- Updates both waysTenants told what happens next; you see the quote before anything is agreed
- Certificates and renewalsGas safety, EICR, licensing and other dates tracked, with reminders before they fall due
A boiler fault, coordinatedLogged at 9:10, an approved engineer booked for the afternoon, the tenant updated and the quote waiting for your approval.
Rent reconciliation
Money in matched to the rent roll every week, so arrears and mistakes show up early instead of at month end.
- Payments matchedRent received checked against what is due, property by property
- Arrears followed upPolite reminders sent on your schedule; anything persistent escalated to you
- Landlord statementsMonthly statements and owner reports prepared for your review
- Costs recordedContractor invoices and expenses logged against the right property
Month end, without the scrambleEvery payment matched, three late payers chased, and owner statements ready for you to check and send.
Examples, not a fixed job description. Your proposal sets out the exact tasks, hours and access.
Every way you let
Serviced accommodation, HMOs and single lets
Each model runs to a different rhythm. We recruit and train for the one you run, or for a mix, as Open Mind Property did.
Serviced accommodation
Short stays move fast. Your assistant keeps guests, calendars and cleaners in step, so a change on one platform never turns into a double booking.
- Guest messages before, during and after each stay, in your tone
- Calendars kept in line across Airbnb, Booking.com and your own site
- Check-in instructions, access codes and house rules sent on time
- Cleaners, linen and turnovers scheduled around each booking
- Reviews answered and issues passed to you with the details
Often suitsServiced accommodation operators, short-let and holiday-let portfolios
HMOs
Many tenants under one roof means more messages, more rooms to re-let and more dates to watch. Your assistant keeps every room and every tenant on track.
- Room enquiries, viewings and re-letting when a room comes free
- One point of contact for every tenant in the house
- HMO licence renewals, fire safety checks and certificates tracked
- Communal cleaning, bills and shared-area issues coordinated
- Room-by-room rent checked, with arrears followed up on your schedule
Often suitsHMO landlords, rent-to-rent operators and co-living providers
Single lets
Fewer moving parts, but every tenancy has a long trail of dates and paperwork. Your assistant runs it from first viewing to renewal.
- Viewings booked and applicants chased for referencing documents
- Move-in packs, inventories and meter readings arranged
- Rent matched to the rent roll and landlord statements prepared
- Renewal, rent review and certificate dates flagged early
- Repairs coordinated with your approved contractors
Often suitsLetting agents, portfolio landlords and property managers
The terms
Three months to decide. Not six
Many property assistant services ask you to commit for six months before you have seen the work. We start with a 3-month trial, then move to a 3-month rolling contract.
Book a discovery call- 3-month trial, then 3-month rollingStop at any time in the first 2 weeks, then with 1 month’s notice. A replacement does not restart the trial.
- Free replacement if the fit is wrongAsk for a new assistant under the service terms in your proposal.
- A managed, supervised officeSupervised on site in Sri Lanka, on company equipment and a stable connection.
- Employed by us, dedicated to youWe handle recruitment, payroll, cover and HR. Your assistant works only for your business.
From £5.50 an hour
Full-time from £968 a month plus VAT, for 176 hours of core support. The £500 setup fee is payable only after the 3-month trial, and only if you continue. Experienced and specialist levels are on the pricing page, with every figure confirmed in writing before you commit.
Property questions, answered
What letting agents and landlords usually ask before they start.
Ask us something elseDo your assistants know UK lettings?
Where the role needs property experience, we screen for it during recruitment, and your assistant is trained on your own processes during the handover. Decisions with legal weight, such as deposits, right to rent checks and licensing, stay with you or your compliance lead; your assistant prepares the paperwork and keeps the dates.
Will they work in our lettings and accounts software?
Yes. Your assistant works in the CRM, portals, inboxes and accounts software you already use, with the access you choose to give. The handover covers your set-up, and a short written process for each task keeps the work consistent.
Can they handle money?
Your assistant reconciles, records and reports. They only make or approve payments if you decide to give them that access and set the approval steps yourself. Many clients keep payments with the office and hand over everything around them.
What hours do they work?
Assistants work UK business hours agreed in your proposal, from our managed office in Sri Lanka. If you need early starts for tenant calls or cover into the evening, we agree it before recruitment starts.
How long do we commit for?
A 3-month trial on monthly terms: stop at any time in the first 2 weeks, then with 1 month’s notice. After that, a 3-month rolling contract. If the fit is wrong, you can ask for a replacement, and a replacement does not restart the trial. The £500 setup fee is charged only if you continue after the trial.
Tell us what your portfolio needs
Ten minutes is enough. You get the role, the level and the full cost in writing, with no obligation to go ahead.
Book a discovery call
A conversation about your properties.
No obligation to go ahead.