Property & Healthcare
340 Units Managed with 80% Less Administrative Overhead
A property group managing 340 units had maintenance requests tracked in spreadsheets, dispatched by text, and averaging 72-hour response times. Tenant dissatisfaction was showing in vacancy rates. We automated the whole operation.
What We Were Solving
The client managed 340 residential units across four regions. Every tenant interaction was manual: maintenance requests by phone and email logged in spreadsheets, dispatched to contractors via text. Lease renewals managed through a wall calendar. Inspection scheduling required individually emailing tenants. The six-person operations team worked overtime during peak periods and maintenance response averaged 72 hours, driving tenant dissatisfaction and increasing vacancy rates.
Our Strategic Approach
We built an end-to-end automation layer connecting tenant communication, maintenance and lease management. Tenants submit maintenance requests through a portal with auto-categorisation, contractor dispatch and real-time status updates. Lease renewals trigger automated sequences 90 days before expiry including renewal offers, inspection scheduling and document generation. Contractor management automates job assignment, completion tracking and payment processing. The team shifted from reactive firefighting to dashboard-based management.
Deliverables
- Maintenance request portal with auto-categorisation
- Automated contractor dispatch with completion tracking
- Lease renewal automation with 90-day trigger sequences
- Inspection scheduling with tenant and inspector coordination
- Tenant communication engine for updates and notices
- Operations dashboard with regional KPI tracking
- Automated contractor payment on job completion
Project Timeline
Operations Mapping
Shadowed operations team. Documented every workflow and bottleneck across four regions.
Maintenance Automation
Tenant portal, auto-categorisation, contractor dispatch and status notifications.
Lease and Inspection
Lease renewal sequences, inspection scheduling, document generation and contractor payments.
Dashboard and Rollout
Operations dashboard, data migration, training and phased rollout across four regions.
Measurable Results
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