Reducing dependence on onsite manager

mobile home university
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I want start using VAs to reduce my dependence (and expense) in an onsite park manager. What processes/procedures have you transitioned or adopted for your back office? I have implemented online payments, remote meter reading & monitoring and electronic communications so far.

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I think a big one is to get cameras located strategically throughout the park so you can monitor if the lawn mowing and snow plowing (if applicable) is being done.

I think the only thing you can’t offload from the on-site manager is consistent monitoring for rule violations. Having a presence (either you or a good manager) will make the tenants feel like A) you care about the condition of the property and what goes on there and B) they can’t get away with as much…it keeps them on their toes

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Sounds like you’ve gone about as far as is feasible. Our “home office” (aka a VA/bookkeeper plus me) handles all paperwork, rent collection, and admin stuff. At the end of the day as Mike O said, you need someone there on the ground to post notices, keep contractors honest, raise flags about the new dump truck parking at lot 3, etc etc. We also prefer this person to get the first call when neighbors complain about each other or have issues (although I know some companies use a home office for that too)

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We have shifted most of the sales and leasing efforts offsite too. You can prepare all sales and leasing paperwork for virtual signing, and you can schedule showings remotely too using smart lockboxes.

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Hi Mark,

We use software tools like Slack, Trello, Podio, Hubstaff and Rent Manager to manage our MHP’s primarily through off site VA’s. I agree with you on the point that you want your on-site manager (OSM) doing as little as possible in order to retain them long-term. They already have their hands full with being your main point of contact for all of the tenants.

Slack- team communication.

Trello- Property management and CapEx project management (we create a separate board for every property with a collections list, occupancy list, water/sewer recapture list, violation/property maintenance list, CONTACT list (local contractors, neighbors, police, fire, etc.), CapEx budget list.

Podio- Accounts payable- we save a pdf of every receipt/invoice in here labeled for audit purposes, etc. We also use this for approval purposes for asset managers to approve payments.

Hubstaff- tracks remote workers productivity.

Rent Manager- the OG for MHP property management software!

Easy things to delegate to VA’s initially:

  1. Creating STELLAR marketing posts for homes you have for sale (1 VA manages a trello board showing EVERY vacant home we have in each park- they work directly with OSM’s to get good photos for listings- they also add text overlays and write up the property listing descriptions using ChatGPT and then they relay this info to the OSM for them to post on Facebook Marketplace, Craigslist, etc. They then follow up 2x weekly to get reporting on the listing’s success (number of messages, number of showings, etc.). We also have this person call before and after every showing to get feedback from the prospect and to text them the application link.

  2. Account Receivable, Collections Reps- manage RM and outreach to tenants via calls, texts, email, social media messages, etc.

  3. Bookkeeping- Philippines uses our same US accounting principles so easy for them to assist.

  4. Reviewing drive through videos from OSM’s for violations.

  5. General assistant tasks/ oversight tasks- filling out your KPI dashboard, etc.

Hope this helps!

Good luck,
Andrew Keel

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