On a fundamental level, property management is driven by customer service. Unfortunately, property managers often have many demands on their time on real estate maintenance. Property managers spend a lot of time ensuring payments from tenants are made on time, resolving maintenance issues to dealing with solicitors in relation to late payments. The result of this is that if you’re not organized, it’s easy to get tangled into the minutiae of the daily issues and get distracted from the main agenda.

Remember focusing on your business goals is what every business owner strives to achieve and eliminating distractions can be the key to achieving this. At the same time, however, you also need to balance your goals with the need for excellent customer service.

This is where property management answering service comes into play.

See, you can’t control when your tenants will need help, which means there’ll naturally be times when you aren’t readily available to help. That’s why you need to partner with a virtual receptionist call service.

At the bare minimum, a property management answering service will work around the clock to manage your tenants and will work hard to satisfy your customers.

Not sold yet?

Then journey with me as I share with you, why and how a virtual call service is beneficial for a property management firm.

How a Virtual Answering Service is Beneficial for a Property Management Company.

In a property management firm, a lot of issues, complaints, and requests come up at almost all hours of the day and night from various tenants.

Since all these calls have to be handled, you will find that they are sucking most of your time, and you can barely focus or finish other tasks.

Therefore, it is essential to work with a property management answering service for call handling. That way the property manager can focus on delivering excellent service to their tenants.

Here are some of the ways in which a virtual answering service is beneficial for a property management firm:

1. Providing a 24 hour on Call Property Management

Property management not only involves maintaining the buildings constantly, but it also involves interacting with tenants and addressing their issues whenever they arise.

One of the essential things to keep in mind is that your tenants will want someone to answer their calls if they run into problems regardless of the time they call.

Unfortunately, you may not be available for your tenants at night, and your staff may only work in normal working hours. So, no one will be there to respond to tenants calls during off-hours.

But when you are working with property management answering services, there will be someone to pick up the phone calls from your tenants round the clock.

Virtual receptionist answering service provides 24 hour coverage for your property management call center.

2. Responding to Emergencies

Emergencies are inevitable, and they require a fast and efficient response. If a tenant is faced with an emergency at night, they will not have to wait until the next morning if you are working with a virtual receptionist answering service.

Emergency issues like bursting pipes require to be fixed soon as they happen to avoid extra costs in repair and maintenance. Tenants could also be frustrated when they have a pressing issue, which is taking too long to be addressed. Answering services allows a property management firm to respond to emergencies as soon as possible by alerting the property managers or the management staff.

Responding fast and efficiently to emergencies will not only make tenants happy but will also keep the real estate safe.

3. Collecting Accurate Information from Tenants

When you and your management staff are so busy with property maintenance, you may not be able to collect much accurate information from tenants. Keeping in mind that tenants are vital and their grievances have to be heard, it is crucial to have someone who can outsource customer service to your call center and understand your tenants needs with precision.

Staff from a call answering service are highly trained to interact with residents and easily comprehend what they are saying. Once they collect information from the tenants, virtual receptionists then organize the information and update the manager with an organized report.

When you have organized information about the tenant’s inquiries, it will be easy for you to respond to them without confusion and inconsistencies.

4. Call Handling

Tenants can call property service call center when they are faced with different situations at any time of the day or night. Some of their issues may require to be resolved right away while others can wait. However, some tenant always feels that their call is urgent, and they need a response instantly.

Well, the tenants could be right, but that does not mean that you and your management staff need to respond to those calls 24 hours a day. You and your staff need to rest after work

Answering service for property management firm will give the necessary attention to your tenants at any time they call. A virtual receptionist will filter calls depending on how the real estate management firm operates

In most cases, the receptionist will call or notify the concerned staff right away in emergencies. Otherwise, they will wait for a good time to update the property manager or staff on tenants’ requests

5. Sharing Community

News and Reminders…Keeping an entire community in a real estate is not an easy task. You will find that some tenants pay their rent and bills on time while others do not.

For those tenants who need to be poked to pay their rent, a virtual receptionist can remind them with messages and calls and warn them about the deadlines.

Property managers also want to keep the tenants aware of the existing and new real estate policies and upcoming maintenance events. A property management live answering service will help the real estate manager to share news and reminders to the tenants and keep everyone on the same page through calls and texts.

6. Scheduling Appointments

Apart from answering phone calls and responding to tenants’ messages, a virtual receptionist answering service can schedule appointments for maintenance contractors and prospective tenants.

With a property management answering service, you won’t have to rely on your in-house management team for scheduling services.

It would be best if you allowed your in-house team to deal with management issues, and leave the scheduling tasks for virtual receptionist answering service. In this way, the property management business will go smoothly, and everyone will be efficient in their work.

Why a Virtual Answering Service is Beneficial for a Property Management Company.

As a property manager, there are many benefits you and the whole company will reap from working with a property management answering service. Here are some of them:

Increased Availability

Working with a virtual receptionist answering service allows you to increase your availability to your tenants beyond the regular working hours.

This is because you can use the services of a virtual receptionist even during odd hours or at night. Answering services are also handy during holidays when all your staff take the day off.

Being available on the call center to your tenants eliminates the risk of creating a negative experience and undesirable company’s reputation.

Improved Productivity

Partnering with a virtual receptionist answering service is important in boosting your customer service and experience and improving the efficiency of your staff.

If you have a virtual receptionist, it means that a huge burden has been lifted from your staff’s shoulder. Instead of spending much of their working time on phone calls, they can focus on other productive things.

Therefore, they will be committed in their work, knowing that all the tenant’s calls are answered efficiently.

The good thing with virtual receptionists is that they are well-trained in their profession. Your tenants won’t even realize if they are talking to a third party.

Better Tenants’ Support

One of the major ways to satisfy the tenants is providing better customer service and responding to their inquiries. An answering service will receive calls from tenants and listen to their requests and queries.

Any property manager or landlord will definitely be happy when they know that their tenants get the best services and are satisfied.

Positive and Professional Relationship with Tenants. Since the property management answering service is available unconditionally, your tenants will trust you, knowing that your team cares for their needs.

Even when you fall sick, or you are short of staff, your tenants’ calls will still be answered by a virtual receptionist.

Then they can report to you about the major maintenance issues and address the minor ones.

This will help you to build a stronger and professional relationship with your satisfied tenants.

Save Time and Obtain New Tenants

If you want more tenants in your real estate, you must be available every time potential tenants call. But the truth is, you cannot always be around to answer every call in the call center as you have other maintenance activities to attend. Hence, you might end up losing many potential clients.

But you make this right by partnering with an answering service company that can always provide excellent staff to respond to your callers.

Live answering services are essential to any property management company not only for receiving calls in after-hours but also getting more and accurate information from tenants.

Along with that, they will ensure excellent customer services and improve tenants’ experience in your real estate.

If you like to see what it’s like to have a team fo virtual receptionists assist you on your property management duties click here to start your free trial.