Want to grow your real estate portfolio without constantly being on-site? Whether you invest locally or out of state, having a strong boots-on-the-ground team is the key to keeping your properties running smoothly without being the one handling every issue. The right local team allows you to scale faster, handle tenant concerns efficiently, and focus on growing your business instead of getting caught up in daily operations. In this episode, I break down exactly who to hire, how to build trust and accountability with your team, and the key interview questions to ask when vetting potential team members.
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A new episode comes out every Monday, so be sure to subscribe wherever you’re listening so you don’t miss the next one. You can also check out previous episodes where I talk about leveraging virtual assistants and technology to scale your investing business. This topic is especially relevant to me because, as some of you know, I’m currently traveling the world full-time with my family while maintaining my real estate portfolio in the United States. Right now, I’m in the middle of a five-month trip through Asia, meaning I’m operating my business from a completely different time zone. And yet, everything continues to run smoothly because of what I’m going to share today.
Leverage is essential for scaling as a real estate investor. If you’re still handling tenant calls, inspections, and maintenance requests yourself, you’re slowing down your growth. Your numbers need to support having a strong team so that you can focus on expansion rather than daily tasks. In this episode, I’ll cover exactly who to hire, how to build trust and accountability, and the key questions to ask when interviewing potential team members.
First, let’s talk about who you need on your local team. Property managers may be a great fit for handling leasing, rent collection, and maintenance if the numbers work and you have a solid property manager in your market. Some investors struggle to find good property managers, so I’ll also discuss alternative options. If you’re self-managing, I highly recommend using a local leasing agent to handle showings and applications. Even if you live locally, hiring someone to do this allows you to maintain professionalism and avoid unnecessary tenant interactions. A newer real estate agent can be a great option, as they already have access to properties and may be willing to earn extra cash by conducting showings.
A reliable contractor or handyman is also essential to prevent small issues from becoming major problems. If you have a property manager, they may handle this for you, but if you’re self-managing, you’ll need to build a list of trusted professionals. Inspectors and appraisers are important for acquisitions and refinancing. Even if you feel confident in your ability to assess a property, a professional inspection report is invaluable for negotiations. In some cases, an appraiser may be necessary for unique properties, off-market transactions, or financing situations.
Real estate agents and wholesalers can help you find deals and analyze markets, offering valuable insights and access to off-market opportunities. Additionally, having a runner—a local contact who can drop off documents, check on properties, and meet vendors—can be incredibly useful. Your real estate agent or other investors in the area may have recommendations for someone who can fill this role.
Once you have your team, building trust and accountability is crucial, especially if you’re managing from a distance. Start with small tasks to test reliability before giving someone major responsibilities. Set clear expectations upfront, including communication methods and protocols for handling issues. For example, with property managers, it’s common to set a repair approval limit (e.g., any repairs over $500 require your approval). Clearly defining these expectations helps avoid misunderstandings down the road.
I also highly recommend leveraging project management tools like Monday.com or Asana to track repairs, inspections, and leasing activity. Even if your local team members aren’t using these systems, you and your virtual assistant can use them to monitor progress and maintain records. Regular check-ins and photo updates are also essential. Requiring photos or videos of major repairs and turnovers ensures transparency and keeps everyone accountable.
Having backup team members is another important strategy. Contractors, handymen, and leasing agents can sometimes be unavailable or unreliable, so maintaining a list of alternatives is crucial. Recently, I had a plumbing issue at one of my properties, and my usual handyman was out of town. Having multiple contacts allowed me to resolve the issue quickly.
To find quality team members, tap into your network. Real estate agents, other investors, and local Facebook groups or HOA boards can be great resources. When interviewing potential team members, ask key questions to gauge their experience and reliability. For property managers, ask about their average tenant placement time and their process for handling late payments and evictions. For contractors and handymen, request before-and-after photos of past projects and clarify how they handle emergency requests. For real estate agents, ask how many investor deals they’ve closed in the past year and what strategies they use to find off-market opportunities.
On the flip side, there are several common mistakes investors make when building a local team. Relying on just one person without a backup plan can lead to problems if they become unavailable. Skipping reference checks is another red flag—any reputable contractor, property manager, or agent should be able to provide solid references. Not having clear contracts is another pitfall. Contracts should define scope, deadlines, payment terms, and consequences for non-compliance. Ignoring local market knowledge can also lead to costly mistakes. Landlord-tenant laws, rental demand, and repair costs vary by location, so do your homework before investing in a new market.
If you need help building your real estate team, I have an expert agent network with investor-friendly agents in various markets across the country. If you’re looking to buy or sell and need a solid agent, I can connect you with someone great. This is a free service—I receive a portion of their commission, but it doesn’t cost you anything. You can learn more at adriennegreen.com/expert-agent-network, and the link is in the show notes.
Thank you for tuning in to this episode. I hope this gave you valuable insights on how to build your local boots-on-the-ground team. If you found it helpful, please like and subscribe, and share it with an investor friend who could benefit. I look forward to seeing you in the next episode!