Role
Property manager
How quickly do you find out about a fault in a building - from a system, or from a tenant's third phone call? The first hour decides whether it is a fault or a matter.
Intro call
Four questions we would start with
How quickly do you find out about a fault?
And whether the first contact is a report or a chaser after the previous one was recorded nowhere.
How many times does the same tenant report the same matter?
If it is often, the reports have no status and nobody knows what happened to them.
When is a repair that exceeds the budget decided?
If every one needs contact with the owner, the response time depends on their calendar.
What do you not do, even though you know you should?
Usually: inspections and planned maintenance - because the day-to-day reports are always more urgent.
We take over the reports and the dates, you keep the decisions about the property
Taking in reports, assigning contractors, watching the dates from the leases and the settlements can be taken off the desk. Decisions about the scope of works and about the budget stay with the manager and the owner.
- A report has a status visible to the tenant. - That removes most of the chasers, because a chaser is usually a question about status.
- The dates from the leases are watched. - Indexation, notice, extensions - far enough ahead for a conversation rather than a reaction.
- A planned inspection has its own place in the calendar. - Separate from the day-to-day reports, because otherwise it always loses.
Scope
What can be taken off managing a property
Twenty-one example tasks. Each one has a human approval point. Below is a selection, and the scope we fit to the kind of buildings you run.
Tenants' reports
- One reporting route whatever the channel
- An initial category and urgency (correction: the manager)
- Assignment to a contractor by type of fault
- Status visible to whoever reported it
- A summary of reports recurring in the same place
Leases and dates
- A register of leases with their dates and terms
- A signal about an approaching notice or extension date
- Rent indexation dates
- Pointing out leases with terms departing from the standard
Rent and receivables
- Calculating the rent under the lease and the indexation figure
- A signal about a late payment with ageing
- Receivables summarised by tenant and building
- Material for a conversation about arrears (the conversation: the manager)
Inspections and maintenance
- A calendar of the inspections required by regulation
- A signal when an inspection date is approaching
- The history of works by installation and part of the building
- Confirmation of completion with the document
The property budget
- Budget delivery by line
- A signal about a line approaching its limit
- Unplanned costs, set out (assessment: the manager)
- Material for a conversation with the owner
A day's work
Today
- Reports arrive by phone, by email and through security
- A tenant calls again because they do not know what is happening with their matter
- You watch the dates from the leases in a spreadsheet and a calendar
- You postpone planned inspections, because the reports are more urgent
- You prepare the service charge settlements by hand for every tenant
- You see a budget overrun at the period close
With AI assistance
- Reports come in by one route, with a status visible to the tenant
- Faults recurring in the same place are pointed out
- The dates from the leases remind you in advance
- A planned inspection has its own calendar and a signal about the date
- The service charge settlements have a draft, you approve them
- A budget line approaching its limit reports itself
- Time to respond to a report
fewer matters waiting with no assignment
a report goes straight to a contractor
- Settlements on time
the service charge settlements are not weeks late
the calculations and summaries have a draft
- Budget delivery
fewer overruns discovered after the fact
lines approaching their limit are flagged
- Keeping tenants
less frustration from having no information about a matter
the status of a report is visible
We start with the reports, because they take the most of the day and affect the tenant relationship most.
- Step 1
One reporting route with a status
The channels brought together, contractor assignment, status visible to whoever reported it.
- Step 2
The dates from the leases
Notice, extensions, indexation - in advance.
- Step 3
Inspections and maintenance
A calendar of the inspections required by regulation, separate from the day-to-day reports.
- Step 4
Settlements and the budget
Calculations, statements for tenants, budget delivery. Last, because it needs the leases in order.
Common questions
Questions that come up at the first meeting
How is this different from settling utilities in a building?
There the subject is reconciling three numbers: the readings, the supplier's invoice and what the occupants are charged. Here it is the whole building, the leases, the budget and the relationship with the owner. Settling utilities is one of the things a manager commissions or oversees rather than what they do.
How is this different from managing a building technically?
Facility management concentrates on maintaining the building and its installations. The manager is additionally accountable for the relationship with the tenants, the leases, the settlements and the property's financial result - which means a completely different kind of decision.
Will a property manager still be needed?
Managing a property is a relationship with tenants and decisions about the building - both need a person on site. We take over handling reports, the dates from the leases and the settlements. A manager who is not spending the day answering phone calls runs more buildings, or runs them better - and that is a conversation worth having with the owner.
Does this fall under the AI Act?
Property management is not a high-risk use. It is worth knowing, though, that assessing the creditworthiness of tenants who are individuals comes close to the area of credit scoring, which the regulations treat as high risk - which is why we do not include such assessments in the scope.
Still have a question that is not here? Book a call
Next step
How many tenants' reports have no contractor assigned today?
We will show you what managing a property looks like when a report has a status and the dates from the leases remind you in advance.