Hire a Buildium Virtual Assistant
Keep your books clean, your maintenance queue moving, and your tenants and owners informed – without spending your day inside Buildium doing it yourself.
Free
Consultations
Direct Hire
3-Day Placement, No Middleman
6-Month
Replacement Guarantee
Rated
on
Why Property Managers Choose Virtual Assistants from LATAM?
Buildium gives owner-operators a powerful platform for accounting, maintenance, leasing, and tenant management – but the platform still requires someone doing the work inside it every single day. Invoices need to be coded. Maintenance tickets need to be dispatched. Tenant messages need a response.
Owner statements need to go out on time. For most operators running 50 to 300 units, that person is you. And the daily execution load inside Buildium is exactly what prevents you from growing the portfolio, improving the product, or stepping back from operations.
A LATAM-based Buildium VA gives you trained property management support inside your existing platform, in your time zone, at a fraction of the cost of hiring locally.
- Stop doing $15-an-hour data entry work on a platform that costs you $20-an-hour work to operate
- Keep your Buildium accounting clean without reconciling invoices yourself every week
- Get maintenance tickets dispatched and followed up the same day they come in
- Respond to tenant portal messages before they turn into phone calls and complaints
- Get owner statements out on time every month without the end-of-month scramble
- Lower your cost per door as you grow past 100, 200, and 300 units
What Can a Virtual Assistant Help You Accomplish?
Accounting & Bookkeeping Support
Buildium’s accounting module is one of its strongest features – but only if someone is keeping it clean. Miscoded invoices, unreconciled transactions, and stale vendor bills pile up quickly when you’re managing the operation alone. Your Buildium VA handles the day-to-day bookkeeping layer inside the platform, coding expenses, processing bills, reconciling transactions, and keeping the ledger ready for month-end without requiring your involvement on every line item.
- Vendor invoice entry and expense coding by property and account
- Bill processing and payment queue preparation for manager approval
- Bank reconciliation support and transaction matching
- Duplicate and discrepancy flagging before month-end close
- Vendor record creation and contact maintenance in Buildium
- Monthly AP aging review and outstanding balance reporting
Maintenance Coordination & Work Orders
Every open maintenance ticket that goes unanswered is a tenant building their case for not renewing. Your Buildium VA owns the full work order lifecycle – acknowledging new requests through the tenant portal, classifying urgency, dispatching vendors, tracking job status, and following up until every ticket closes. Nothing sits in the queue waiting for you to notice it.
- New maintenance request acknowledgment and tenant confirmation
- Urgency classification (emergency, urgent, routine, preventive)
- Vendor dispatch and acceptance confirmation
- Work order status updates and follow-up until close
- Invoice attachment and close-out documentation in Buildium
- SLA tracking and escalation flagging for overdue tickets
Tenant Communication & Portal Management
Your Buildium tenant portal is only useful if someone is monitoring it. Your VA checks the inbox daily, responds to routine messages, guides tenants through ePay setup and online payment questions, and routes anything that needs a decision to you with a drafted reply ready. For portfolios with Spanish-speaking residents, your LATAM VA handles communication in both languages without a separate hire.
- Daily tenant portal inbox monitoring and response
- ePay setup guidance and online payment support
- Maintenance status updates and timeline communication
- Lease term and renewal inquiries
- Move-in and move-out logistics coordination
- Escalation flagging with drafted manager responses
Owner Reporting & Communication
Owner relationships depend on clean, on-time reporting. Your VA pulls the month’s expense data, reconciles it against work orders and invoices, and prepares owner statements in Buildium for your review and distribution – so every owner gets accurate numbers on schedule and you stop spending the last week of every month building reports.
- Monthly owner statement preparation and review support
- Expense reconciliation against invoices and work orders
- Owner portal updates and document uploads
- Owner inquiry responses and status updates
- Year-end reporting support and 1099 preparation assistance
- Property performance summary prep for owner reviews
Leasing & Vacancy Management
Every vacancy day is lost revenue. Your Buildium VA manages the full leasing pipeline – responding to leads, coordinating showings, following up with applicants, and moving every prospect through to a signed lease or a documented decline. Listings stay syndicated and accurate, and the pipeline never stalls while you’re handling something else.
- Prospect inquiry response and initial communication
- Showing scheduling and confirmation
- Buildium eRenter screening coordination and status updates
- Application follow-up and leasing pipeline management
- Lease preparation support and move-in checklist coordination
- ListingSync vacancy updates and syndication status review
Inspections & Move-In/Move-Out Coordination
Move-in and move-out handling is where security deposit disputes start and where tenant relationships either end cleanly or turn into headaches. Your VA coordinates the full inspection workflow – scheduling, documentation follow-up, photo attachment, and report filing in Buildium – so every unit transition is documented properly and nothing becomes a legal problem later.
- Move-in and move-out inspection scheduling
- Inspection report upload and organization in Buildium
- Photo documentation attachment to property and tenant records
- Move-out charge documentation and security deposit support
- Routine inspection scheduling and outstanding item follow-up
- Tenant communication before and after all inspections
Use our Real Estate Virtual Assistant Salary Calculator to instantly compare total annual costs and see how much you can save by hiring top LATAM talent through Virtual Wizards.
Our Placement Process
How quickly can I hire a Buildium VA?
We make hiring simple. No guesswork, no wasted time – just a clear path to the right candidate for your operation.
Process Steps
- We align on your portfolio size, your Buildium workflows, and the specific tasks you need covered
- We source and vet Buildium-experienced candidates from our LATAM talent pool
- You interview the finalists and select the assistant who fits your operation
- We support onboarding and stay engaged for long-term success
Do I get to choose the candidate?
Yes. You’ll interview and select the candidate who best fits your team and workflow.
How do you vet property management talent?
We screen for hands-on Buildium experience, English fluency at C1 level or above, accounting and administrative competency, cultural fit, and long-term reliability.
What Makes Virtual Wizards Different?
Why work with with Virtual Wizards?
A lot of agencies send you a resume and call it done. We don’t operate that way.
- We don’t send resumes, we send operators who are ready to work
- Candidates are pre-vetted specifically for dental administrative workflows
- Strong English communication skills at C1 level or above
- Hands-on experience with dental software including Dentrix, Eaglesoft, and Open Dental
- Familiar with U.S. insurance workflows, portals, and prior authorization processes
- We place for long-term fit, not churn-and-burn turnover
- Every placement comes with a 3-month replacement guarantee
Are there ongoing fees or monthly markups?
No.
Virtual Wizards charges a one-time placement fee. After that, you pay the associate directly. There are no subscriptions, monthly percentages, or hidden costs.
You can use our Salary Calculator to view estimated fees based on the role and experience level you’re looking to hire.
What makes Virtual Wizards different?
We follow a direct placement model.
This means:
- You hire the associate directly
- There is no middleman after placement
- The associate keeps more of what they earn
We believe this creates stronger working relationships, better performance, and long-term retention for both sides.
Do I own the relationship with the associate?
Yes. From day one, the working relationship is entirely yours.
The associate works exclusively with your company, integrates into your team, and aligns with your goals – without being managed by a third party.
How does this help with retention?
When associates are paid fairly and feel connected to the company they work for, they tend to stay longer and perform better.
Because there’s no ongoing agency layer, the relationship feels more stable and long-term which benefits everyone involved.
What if the hire doesn’t work out?
We offer a free replacement guarantee for up to 3 months. If the candidate isn’t the right fit during the guarantee period, we’ll replace them at no additional cost.
How do I pay the associate?
You pay the associate directly using tools such as:
- Wise
- Remitly
- Gusto
- Rippling
We’ll support you by collecting all required banking details after the agreement is signed to make payments simple and seamless.
Is there a middleman involved after hiring?
No. Once the hire is complete, there’s no agency layer between you and the associate.
This allows:
- Clear communication
- Greater trust
- More money going directly to the person doing the work
Why do companies choose Virtual Wizards?
Because they want:
- Transparent pricing
- Direct relationships
- Fair compensation for talent
- Long-term, stable team members
Our model is simple, ethical, and designed to work for both companies and professionals.
Hire the Best Property Management VA Maintenance Coordinator Leasing Coordinator Buildium VA from LATAM
1
Discovery Call
A quick consultation to understand your goals, role needs, and budget.
2
Candidate Matching
Within 3 business days, you’ll receive 2-3 pre-vetted candidates from our LATAM talent pool.
3
Your Selection
Interview, choose your match, and we’ll support a smooth onboarding.
Find the Perfect fit for your Business
Top LATAM professionals, vetted and ready to join your team.
Expert Property Management VA's in our Pipeline
100% fully screened and vetted
Days to receive a candidate shortlist
of placements stay with clients for 1+ year
Why Property Management Virtual Assistants from LATAM?
Top Talent
We accept only the top 1% of applicants to ensure you work with the very best professionals in Latin America. Over 95% of our assistants hold college degrees and bring proven experience in their fields.
Cost-effective
Hiring a Virtual Assistant through Virtual Wizards is significantly more cost-effective than hiring in the U.S. or Canada. By nearshoring, you can save up to 70% on payroll costs while maintaining high-quality performance.
English Tested and Bilingual
Every applicant must pass a rigorous English proficiency assessment. Our VAs are fully bilingual in English and Spanish (and in some cases English and Portuguese), ensuring clear communication with your team and customers.
Continuous Support
You manage your VA directly, while we provide ongoing guidance to ensure success. For clients using our full workforce management, our client success managers step in to provide coaching and oversight for a seamless partnership.
Tax Advantages
Since our VAs are not W-2 employees, you don’t need to pay payroll taxes, healthcare benefits, or retirement contributions. You get the talent you need without the overhead of traditional employment.
Get Your Time Back
Proper delegation allows you to focus on strategy, growth, and the work that truly moves your business forward, while your VA takes care of the rest.
Schedule a Discovery Call
Tell us your hiring needs and we will provide you with the best talent that will align to both to your company and team
In 30 Minutes You Will…
Learn How Your Business will Benefit from hiring a Virtual Assistant
No memorized scripts. No generic sales pitches. Your call is yours. We’ll provide you with a tailor recruitment strategy to hire the best talent. Remember you won’t pay a cent until after we find the employee that you want to hire.
Understand your business Strategy and Goals
First, we will assess your specific needs and determine the tasks and responsibilities that you want your VA to handle. This will help us identify the skills and experience necessary for the role.
Create a Strategy tailored to your business
Next, we will create a detailed job listing or job description that outlines the requirements and expectations for the position and start interviewing.
