Our team has a high bar and a proven process that we use to find the best virtual assistants for small businesses:
Read more about our vetting process: Why Most Global Hiring Fails, And How the Ataraxis Vetting Process Fixes It
As a psychiatric mental health nurse practitioner running a solo telehealth and in-person practice, I needed a virtual medical assistant who could manage patient scheduling, EHR workflows, and front-office coordination with minimal oversight.
My VA through Ataraxis has been exactly that. She handles new patient intake, manages our scheduling and messaging, and keeps everything running while I focus on patient care. What surprised me most is how she’s become a real thought partner. I’ll ask her to review a conversation or an email and she gives me a straight, honest read. That kind of judgment is hard to find. She’s now taking on more responsibilities as we expand our services, and she told me she’s in it for the long haul.
I only wish I had done this sooner. If you’re a mental health provider considering a HIPAA-compliant virtual assistant, don’t wait.
We’ve had an excellent experience working with Ataraxis and are so impressed. Their virtual assistants are professional, reliable, and highly skilled. The onboarding process was smooth, communication is consistent, and they truly understand how to match the right assistant to the right business needs.
They’ve helped us streamline operations and stay organized without the overhead of hiring in-house. I highly recommend them to any business looking for dependable virtual support.
I made a hire through Ataraxis a few months ago.
As it goes in any hiring process, when you meet the right person, you know immediately. I knew when I met the 5th candidate that she’d be the one.
3 weeks into her job she had a fundamental mastery of her own responsibilities. 2 weeks later, she assumed a whole new set of responsibilities on top of that. And now she’s a fully integrated part of my team.
10/10 will work with Ataraxis again.
We’ve had a really good experience working with Ataraxis. They make it easy to find talented healthcare virtual assistants, who have great attention to detail, at affordable rates. The team is very easy to work with and keeps in touch regularly, checking in to make sure everything is running smoothly and that we’re satisfied with our assistants. Overall, it’s been a smooth, professional experience from start to finish.
George has been a great help throughout this process, which was new to us. His team sourced some great candidates for us to choose from, and we are really happy with our hire. George has also conducted regular check-ins and follow-ups. He is happy to share his personal insights and experience around structuring the job description, onboarding, and getting the best out of this recruitment process. I would definitely recommend George and his business for VA solutions.
George and his team did a fantastic job placing a Talent Sourcer on my team. She’s smart, communicates well, works diligently, and is a self-starter. Bonus points, her background (10 years!) is in an industry directly adjacent to ours. As such, she was able to catch on extremely fast and onboarding her was a breeze. My only gripe is that I wish I had taken this on sooner. Thanks Ataraxis!
George reached out to me on LinkedIn, and while I rarely respond to cold outreach offering services, his approach felt thoughtful and genuine, so I decided to explore what his firm had to offer. We’ve been considering offshore talent for several years but hadn’t made the leap, as we hadn’t found the right offshore partner. Recently, we started working with Ataraxis, and it’s been a fantastic experience—they quickly sourced an exceptional contractor for our recruiting team and ran a smooth, efficient process from start to finish.
Highly Recommend!
I had the absolute pleasure of working with George, and I can confidently say that his expertise and guidance have been game-changing for my business. On our first conversation, George provided clear, actionable strategies tailored to my recruitment challenges. His deep industry knowledge, tested outreach methods, and data-driven approach set him apart.
If you’re a recruiter or business owner looking for expert-level guidance on client acquisition, outreach, and recruitment processes, I highly recommend working with George. His advice is practical, results-driven, and delivered with professionalism and genuine care for your success.
Thank you, George, for your time, insights, and the motivation to push forward with confidence!
I was pretty hesitant about hiring people offshore, but had a fantastic experience working with Ataraxis to hire a virtual recruiter for my business. They connected me with Anabel, who’s based in the Philippines and has been incredible—she’s extremely hard-working, quick to learn, and always brings a great attitude to her work. Now I’m thinking about how I can build a team around her.
The entire process with Ataraxis has been seamless, and they regularly check in to make sure I’m happy with the service they’ve provided. It’s clear they truly care about their clients’ success. I highly recommend Ataraxis to anyone looking to grow their team with quality talent!
Property managers are handling more units, tenants, and vendors than ever, but there’s only so much time in a day.
As admin work piles up, it’s harder to stay responsive, process renewals on time, and prevent things from slipping through the cracks. In-house hiring is expensive and time-consuming. Trying to do it all yourself just isn’t sustainable.
A Virtual Assistant for Property Management helps you scale without the chaos.
A Property Manager at Menashe Properties, a commercial real estate firm with a national portfolio, had tried hiring VAs on her own through Upwork. The results were inconsistent. Some candidates used mouse-mover programs to fake activity. Others fell asleep during shifts because of extreme time zone differences. And the screening process alone took up more time than it saved.
She needed more than just someone to fill a seat. She needed a professional who could jump into platforms like Yardi, Asana, and Outlook without constant hand-holding. And she needed to prove to her team that a remote hire could actually work.
What Ataraxis Did
We did not just send resumes. We focused on three things:
In Her Own Words
“I’ve worked with VAs quite a bit. 30% of the ones I hired previously didn’t work out. I’m impressed with what Ataraxis has. It feels different having a US-based partner who puts candidates through the wringer.”
That’s what it looks like when hiring actually works. No guessing, no wasted time, no bad fits.
Want to see exactly how we did it? Read the Full Story
No long-term contracts.
Hiring a property management virtual assistant through Ataraxis gives you vetted operational talent at a fraction of U.S. costs. These professionals integrate seamlessly into your workflow, managing tenant communication, showings, maintenance coordination, and listings so you can stay focused on occupancy, owner relations, and portfolio growth.
Here’s how property management virtual assistant companies like Upwork, Fiverr, OnlineJobs.PH, and Ataraxis compare on key hiring criteria.
We source talent from all over the world, but we know exactly how property management works here in the U.S., market by market.
California property management comes with some of the strictest landlord-tenant laws in the country. AB 1482, just cause eviction rules, habitability standards, and required notice periods leave little room for error. On top of that, hiring locally is expensive. A full-time property management coordinator in California can run you $55,000 to $70,000 a year before you factor in payroll taxes and benefits. A trained Property Management VA through Ataraxis starts at $11 per hour. Same output. A fraction of the cost.
Texas is one of the fastest-growing rental markets in the country. More units, more tenants, more maintenance requests. The problem is that most property management teams are not staffed to keep up with that volume. A Property Management VA handles the tenant communication, work order coordination, and lease admin that piles up during growth spurts so your licensed staff can focus on inspections, owner relations, and new business.
Florida’s short-term rental market moves fast. If a prospective tenant or guest does not get a response within minutes, they book somewhere else. Property managers and STR operators here use VAs to stay on top of inquiries, update listings across platforms like Airbnb and VRBO, coordinate turnovers, and make sure nothing slips during peak season. Speed of response is the difference between high occupancy and a vacant unit.
New York property management means dealing with some of the most complex rent regulations in the country. Rent stabilization, DHCR filings, HPD compliance, and lease renewal requirements all demand careful attention to detail. A Property Management VA keeps your documentation organized, tracks critical deadlines, and handles the administrative load so your team is not buried in paperwork when they should be managing properties.
Chicago and the surrounding Illinois market have their own set of challenges. The Residential Landlord and Tenant Ordinance, lead disclosure requirements, and security deposit rules mean your team needs to stay sharp on compliance. Most property managers in Illinois also report spending a significant chunk of their week on tasks that have nothing to do with managing properties. Delegating that admin work to a VA gives your team back the time and focus they need to actually run the portfolio.
MBA, with 8 years of experience in healthcare, finance, and HR
MBA, with 9 years of experience in marketing, accounting, and professional services
Master’s degree, with 8 years of experience in finance, software, and consulting
MBA, with 12 years of experience in manufacturing, real estate, and hospitality
A Property Management Virtual Assistant is a trained professional who works for you remotely and handles the day-to-day tasks that slow your team down. Think tenant inquiries, maintenance coordination, lease processing, data entry, and owner communication.
You get a dedicated, full-time person on your team. No office space. No equipment. No benefits package. Just reliable help, working your hours, using your tools.
(0 to 2 years experience) Good for getting the basics covered. They handle tenant questions, maintenance logging, appointment setting, document organization, and general admin. Comfortable with Google Workspace, Microsoft Office, and basic property management systems.
Best for teams that just need a dependable extra set of hands so your property managers can focus on leasing, inspections, and owner communication.
(2 to 5 years experience) They have done this before and do not need much hand-holding. They manage tenant follow-ups, prepare lease documents, assist with rent collection, coordinate maintenance requests, handle renewals, and update your PMS. Proficient with AppFolio, Buildium, Yardi Breeze, and Rent Manager.
Best for property management companies that need steady operational support across multiple properties or portfolios.
(5+ years experience) Think of them as a right-hand person for your operations. They can streamline workflows, handle escalated tenant issues, oversee maintenance coordination, prepare financial and operational reports, support owner communications, and guide junior team members.
Best for growing portfolios that need proactive, tech-savvy support to stay efficient and keep resident satisfaction high.
Your ideal Property Management VA knows the job. They handle tenant communication, coordinate maintenance requests, process lease paperwork, follow up on rent, and keep your property management system up to date.
When the right person is in that seat, you stop getting pulled into the day-to-day. You spend more time on occupancy, owner relationships, and adding to your portfolio. Operations get tighter. Nothing falls through the cracks. And you finally have the bandwidth to grow.
Respond to tenant questions about rent, utilities, availability, and community policies.
Log requests, schedule vendors, follow up, and update tenants on repair status.
Draft lease agreements, update terms, and send renewal reminders.
Collect applications, run background checks (with your tools), and prepare summaries for approval.
Send reminders, track payments, and document late notices.
Post available units on rental platforms and update listing details.
Maintain accurate records in AppFolio, Buildium, Yardi Breeze, or your preferred software.
Schedule repairs, follow up on work orders, and maintain vendor contact details.
Prepare checklists, schedule inspections, and document status updates.
Sort and manage leases, notices, invoices, and compliance files.
Sort inbound emails, flag urgent items, and keep tenant and owner communication organized.
Assist with vacancy, maintenance, financial, and operational reports for internal or owner review.
Lower labor and overhead costs while gaining full-time support without adding more on-site staff.
Scale assistance during high-demand periods like turnover season, peak maintenance months, or major leasing cycles.
Free your property managers from constant administrative tasks so they can focus on leasing, inspections, owner relations, and portfolio growth.
Ataraxis does the heavy lifting by thoroughly screening and vetting virtual assistants before they’re matched with you. This means you won’t waste time sorting through unqualified candidates.
Ataraxis virtual assistants are fluent in English and skilled at communicating professionally, ensuring there’s no miscommunication in your day-to-day tasks.
Unlike many freelancers who may not align with your work hours, Ataraxis virtual assistants are willing (and happy) to work in your time zone, making collaboration seamless.
All Ataraxis VAs are college educated and have specialized experience in various fields, so you can trust them to hit the ground running.
Hiring through Ataraxis gives you access to ongoing support. If your team of virtual assistants needs adjustments, Ataraxis is there to help, unlike freelancer platforms where you’re on your own.
Freelancer platforms often attract short-term gig workers who juggle multiple client projects at the same time. Ataraxis virtual assistants are committed to building lasting partnerships with one employer, becoming a true extension of your team.
When you’re ready to hire a virtual assistant, the best location depends on the mix of cost, language skills, time-zone overlap, and talent depth your business needs. Here’s a quick tour of the best regions, each with clear advantages and a few trade-offs, to help you decide where to hire a virtual assistant who fits your workflow.
We created the Global Outsourcing Talent Index, a data-backed audit of all 193 UN-recognized countries scored across five variables: labor cost, English proficiency, talent availability, digital infrastructure, and political stability.
The results were eye opening and are frequently cited by major news sites and industry blogs all over the world.
This is our most active sourcing region, and for good reason. The Philippines has over 7 million professionals on LinkedIn, produces 1.45 million graduates every year, and ranks #2 in Asia for English proficiency. Professionals here have been working with U.S. businesses for decades, so the learning curve around culture, communication style, and business expectations is already short.
The talent pool covers a wide range of roles, and most professionals are used to working U.S. hours, so time zone coordination is rarely a real obstacle. If you are hiring a virtual assistant for the first time and want the lowest-risk entry point into offshore hiring, the Philippines is the place to start.
Pros: #1 ranked outsourcing destination globally. Deep English-speaking talent pool. Strong familiarity with U.S. business culture. Large graduate pipeline. Highly competitive rates. Proven remote work track record.
Cons: Time zone difference from the U.S. requires some coordination, though most professionals are already accustomed to working U.S. business hours.
Best for: Virtual assistants, virtual medical receptionists, customer service, admin support, recruitment, bookkeeping, and healthcare back-office roles.
Latin America’s biggest advantage is time zone alignment. Most of the region sits within one to three hours of U.S. time zones, which means you can have a real working relationship without anyone significantly adjusting their schedule. If same-day collaboration matters to your team, this region delivers that more naturally than most.
The region also produces strong bilingual talent in English and Spanish, which is a practical advantage if your customer base includes Spanish speakers or your business operates across both languages. One thing to keep in mind: quality varies more by country and city here than in more established markets. Vetting matters more, not less.
Pros: Excellent time zone alignment with the U.S. Strong bilingual capability in English and Spanish. Competitive rates. Growing professional services talent base. Same-day collaboration without scheduling workarounds.
Cons: Quality varies more noticeably by country and city than in more established markets, so thorough vetting is essential. Rates can be slightly higher than Southeast Asia or Africa depending on the country.
Best for: Bilingual customer service, sales support, admin, marketing, and businesses with Spanish-speaking customer bases.
South Africa is a strong option for roles where communication quality is non-negotiable. Professionals here are native or near-native English speakers, they write well, and they communicate in a way that Western clients tend to find natural from day one. The country has a solid track record in executive support, finance, and customer-facing roles, with reliable infrastructure in major cities.
The talent pool is smaller than the Philippines, and the time zone requires some planning if your team operates purely on U.S. hours. But for roles where professionalism and communication are the top priority, South Africa consistently delivers.
Pros: Native or near-native English speakers. Strong business writing and professional communication. Solid alignment with Western business culture. Good infrastructure in major cities. High-quality talent in admin and finance.
Cons: The talent pool, while strong, is smaller than Southeast Asia. The time zone can require some adjustment for businesses operating purely on U.S. hours.
Best for: Executive virtual assistants, professional services support, customer-facing roles, content, and finance.
East Africa is one of the fastest-growing outsourcing markets in the world right now, and most U.S. businesses have not caught on yet. That works in your favor. You can access experienced, well-educated professionals before rates climb and competition for that talent increases.
Several of our strongest-performing virtual assistants come from this region. The professionals here tend to be highly motivated, detail-oriented, and serious about their work. Rates are very competitive relative to the education and experience level you get. The practical note: infrastructure can still be inconsistent outside major cities like Nairobi, Addis Ababa, and Kampala, so careful vetting is important.
Pros: High education levels relative to compensation. Strong English proficiency. Highly motivated professionals. Very competitive rates. Growing urban infrastructure in major cities.
Cons: As a newer outsourcing market, careful vetting is essential. Infrastructure can still be inconsistent outside major cities.
Best for: Administrative support, executive assistance, sales support, operations, and any role where you want experienced professionals at a lower cost point.
If your biggest priority is real-time availability and cultural familiarity for customer-facing work, the Caribbean is worth a closer look. Countries like Jamaica, Trinidad and Tobago, and Barbados have established outsourcing industries, and English is the primary language. Customers and clients often find the interaction immediately familiar, which matters a lot for front-line roles.
The talent pool is smaller than other regions, so this is not the right fit for high-volume or highly specialized hiring. Rates are also higher than Africa or Southeast Asia. But for roles where accent and cultural alignment are the top priorities, the Caribbean delivers.
Pros: Near-identical time zones to the U.S. East Coast. Strong English communication. High cultural familiarity with American consumers. No scheduling lag for customer-facing roles.
Cons: The talent pool is smaller than other regions, which limits options for specialized or high-volume hiring. Rates tend to be higher than Africa or Southeast Asia due to proximity and cost of living.
Best for: Customer service, inbound and outbound calling, sales support, and roles where real-time availability and cultural familiarity are priorities.
Eastern Europe is where you go when the role requires technical depth. Countries like Poland, Romania, Ukraine, and Bulgaria produce large pools of highly educated professionals in IT, software development, data analytics, and finance. English proficiency in professional roles is strong, and the work culture aligns well with U.S. and European business expectations.
The trade-off is cost. Eastern Europe delivers meaningful savings compared to hiring domestically, but it is more expensive than Asia or Africa. Time zone differences also require some planning for real-time collaboration. For technical and specialized roles, though, the talent quality is hard to match at this price point.
Pros: Strong technical and analytical skill sets. High education levels. Solid English proficiency in professional roles. Good infrastructure. Work culture that aligns well with U.S. and European businesses.
Cons: Rates are higher than other offshore regions, which reduces cost savings compared to Asia or Africa. Time zone differences with the U.S. require some planning for real-time collaboration.
Best for: IT support, software development, data analysis, finance, and roles requiring strong technical expertise.
Hiring your first virtual assistant is perfectly doable on your own, but most business owners underestimate the hours it takes to sift through resumes, schedule calls, and run multiple interview rounds. Research shows that the DIY path typically drags on for weeks (or months), involves several interviews, and can still lead to mis-hires if you rush the vetting stage.
List everything you want your virtual assistant to own and create detailed instructions. Clarifying scope upfront helps with long term retention and minimizes confusion.
Having a set schedule helps create structure and consistency.
Write a descriptive JD with required experience, KPIs, schedule expectations, etc.
Post your job description to virtual assistant websites and craft a recruitment message you can use to reach out to candidates directly.
Expect to screen 40-100 candidates to find your ideal virtual assistant.
Give 2-3 finalist candidates a short take-home assignment to test their attention-to-detail, responsiveness, and work product.
A bad hire can cost up to 50% of first-year pay, so doing your due diligence is cheap insurance.
Draft an employment or contractor agreement, include an NDA, and grant tool access.
When you hire a virtual assistant through Ataraxis, you skip steps 2-7, saving you weeks of lost productivity.
We source top talent globally from regions including the Philippines, Latin America, South Africa, and East Africa, and beyond.
Our team screens over 200 applicants with a 5% acceptance rate. Every candidate goes through:
You’ll only meet the top 3–4 finalists we’ve personally vetted and approved.
Read more about our vetting process here.
For each role, we’ll shortlist 3–4 highly qualified finalists based on your requirements. You’ll have the opportunity to interview each candidate and decide who’s the best fit for your team.
We set up and maintain secure VPN access and use timekeeping and productivity monitoring tools to ensure accountability. All staff are trained in data security best practices to maintain compliance and confidentiality.
Ataraxis has been operating for just under two years, but our roots run deep. Our founder has led a successful recruitment business for nine years, employing global talent within that company as well. (We eat our own cooking.)
Yes. Once hired, your chosen candidate will work exclusively for you on a full-time basis. They’ll act as a dedicated member of your team, fully aligned with your goals and workflow.
We take care of all the back-end work including compliance, paperwork, and payroll. You’ll simply receive a monthly Stripe invoice for each person you hire, making the process seamless and hassle-free.
No. Our agreements are month-to-month, giving you complete flexibility. There are no deposits or lock-in contracts.
Hiring a Property Management virtual assistant saves money compared to having full-time office staff. This lets you and your team focus more on growing your business and doing what you do best.
Great Property Management virtual assistants often come from countries and regions like the Philippines, South Africa, Latin America, East Africa, and Eastern Europe. These countries are known for their skilled workers who speak fluent English and have strong work ethics.
Yes! At Ataraxis, your Property Management virtual assistant will match your local time zone, making teamwork easy and smooth.
US-based Property Management virtual assistants usually cost $25 to $50 per hour. Ataraxis offers MBA-level, full-time Property Management virtual assistants starting at just $11 per hour. This means you get great help for up to 70% less.
We keep your information safe by using secure VPN connections, regular monitoring, and privacy agreements signed by every virtual assistant.
Payments are easy and secure with Stripe. We also promise 100% satisfaction – if you’re not happy, we’ll fix it right away.
Ataraxis only offers full-time Property Management virtual assistants because they provide more consistent help, become part of your team, and show greater commitment.
Ataraxis uses software to monitor your assistant’s activities, ensuring they are always working efficiently and staying productive.
It’s best to set up clear communication methods right from the start. You can use popular tools like Slack, WhatsApp, Zoom, or email, based on what works best for you.
Your satisfaction is our #1 priority. If you’re not happy, we’ll quickly address the issue and find you a better match, or issue a prorated refund if needed.
Great communication skills, attention to detail, strong work ethics, time zone alignment, work from home readiness, and problem solving skills. We carefully choose assistants based on their skills, experience, availability, and special abilities to make sure they match your business needs.
Yes! Many businesses find Property Management virtual assistants deliver even better quality work, especially for specialized tasks.
Paying very low rates, like $2-3 per hour, usually means getting less skilled workers and lower quality work. Ataraxis offers affordable assistants who are highly skilled.
It usually takes 1-2 weeks to get your Property Management virtual assistant fully onboarded and familiar with your business, ensuring you work well together from the very beginning.
Yes. We recruit Property Management Virtual Assistants with hands-on experience in the leading property-management platforms and train them on your exact workflow during onboarding.
Property Management VAs answer calls, texts, and emails using your phone number and domain, log every interaction in the portal, and escalate issues to the on-site manager when needed.
Property Management Virtual Assistants receive baseline training on Fair Housing and local notice periods. Any task that requires legal discretion is routed to your licensed property manager or attorney.
They log tickets, troubleshoot basic issues, dispatch approved vendors, follow up on work orders, and update tenants and owners until the job is closed.
Absolutely. We can assign Property Management VAs in different time zones for night and weekend coverage so urgent calls never roll to voicemail.
Every Property Management Virtual Assistant signs an NDA, works through encrypted connections, and uses two-factor authentication with least-privilege access to meet privacy standards.
Yes. They keep listings updated, respond to inquiries within minutes, schedule showings, and send follow-up texts, which speeds up tenant placement.
If you’re juggling more units, tenants, and vendor requests with limited support, it’s time to hire a Property Management Virtual Assistant through Ataraxis. You’ll reduce admin overload, stay responsive, and run a smoother, more tenant-friendly operation.
Start Hiring a Property Management Virtual Assistant Today
