Property Management Answering Service for Portfolios
A tenant's maintenance call at 11pm does not wait for your office to open, and neither does the leak.
We staff the maintenance line, the leasing inquiries and the rent follow-up calls with people trained on how a portfolio actually runs, and we automate the routine confirmations and rent reminders around them — because deciding whose leak is actually an emergency is not something a phone tree can do.
Sound familiar?
The friction we hear most.
A maintenance request at midnight cannot wait for 9am
A tenant with water coming through the ceiling does not care that the office opens in nine hours, and the voicemail they leave does not stop the damage.
Rent collection calls are the ones nobody wants to make
The conversation gets put off another day, and by the time it happens the balance has grown and the tenant has stopped answering.
A leasing inquiry gets answered inconsistently
Two prospective tenants ask the same question and get two different answers, and that inconsistency is exactly what a fair housing complaint is built from.
Turnover week is move-out, move-in and inspection all at once
Coordinating the outgoing tenant, the incoming tenant, the vendor and the inspection inside one narrow window is where units sit vacant longest.
Who joins your team
Roles we staff.
Maintenance Coordinator
Takes the tenant's call, logs the issue by severity, dispatches the right vendor and follows up until the work order closes.
Leasing Coordinator
Answers inquiries and books showings using a consistent, scripted process, so every prospective tenant gets the same information regardless of who called.
Rent & Collections Specialist
Makes the follow-up calls on overdue rent, sets up payment arrangements and keeps the conversation from turning into a legal notice.
Owner Reporting Assistant
Prepares the occupancy, maintenance and financial updates owners expect, so the property manager is not writing the same report from scratch every month.
Day to day
What they handle, every day.
- Log maintenance requests by severity and dispatch the right vendor immediately
- Follow up on open vendor work orders until the tenant confirms the fix
- Call tenants with overdue rent and set up payment arrangements
- Answer leasing inquiries using a consistent, scripted qualification process
- Schedule and confirm showings for vacant units across the portfolio
- Coordinate move-out inspection, make-ready vendors and move-in on a single turnover timeline
- Prepare monthly owner reports on occupancy, maintenance and rent collected
- Route after-hours emergency maintenance calls to the on-call vendor
- Confirm lease renewal intentions ahead of expiry and update the unit's status
- Track vendor certificates of insurance and licensing before dispatching a job
The handoff
Where automation stops. Where the team starts.
Automation is genuinely faster at the first, predictable touch — that part is not in question, and we build that side too: managed AI agents and custom automation sitting on the systems you already run. What follows is the moment it runs out of road, and a trained person picks up with the context already in hand. Both halves come from us, on one account.
A tenant calls at 11pm about water coming through the ceiling
Where AI stops
An automated system answers immediately, logs the unit and issue, and routes it onto the on-call vendor list without anyone lifting a phone. It cannot judge that this particular leak needs a vendor there tonight, while a slow drip reported the same hour can safely wait until morning.
What our team does
Calls the tenant back to judge how bad it actually is, decides whether it is tonight or tomorrow, and stays on the phone with the vendor list until someone agrees to go.
A prospective tenant asks a screening question over the phone
Where AI stops
A scripted phone process answers the standard qualifying questions the same way for every caller, which is exactly the consistency that keeps an inquiry compliant. It cannot decide when a question falls outside the script and needs a real answer instead of a deflection.
What our team does
Books the showing on that same consistent process, and escalates anything outside the script to the leasing coordinator rather than improvising an answer that could create exposure.
Rent is fifteen days late and the tenant has not responded to a text
Where AI stops
An automated system flags the account the moment it crosses the collections threshold and logs every contact attempt without missing one. It cannot get a tenant who is avoiding a text to actually pick up, or judge whether a payment plan is realistic or just delays the inevitable.
What our team does
Makes the call, has the harder conversation about what the tenant can actually pay, and documents an arrangement that holds up if it does not.
A unit turns over with five days between move-out and move-in
Where AI stops
An automated system builds the turnover checklist and books the make-ready vendor against the move-in date the moment the move-out is confirmed. It cannot walk the unit, see that the carpet will not pass inspection, and decide what has to happen before Friday.
What our team does
Walks the inspection with the outgoing tenant, catches what the checklist would miss, and pushes the vendor to have the unit ready before the new tenant collects keys.
Built for this work
AI we build for Property management companies.
Not an off-the-shelf chatbot. These are systems we build around how this work actually runs, on the software you already use — each one with a trained person behind it for the moment it needs judgment.
Maintenance triage agent
Takes the call at any hour, decides emergency from routine by your rules, dispatches the vendor and escalates the judgment calls to a person.
Arrears agent
Runs the rent follow-up sequence, takes payment or sets an arrangement, and hands the account to a person before anything becomes a notice.
Leasing inquiry agent
Answers availability and pricing, pre-qualifies the inquiry and books the tour before the prospect moves on to the next listing.
Outcomes
What changes.
After-hours maintenance calls unanswered
Maintenance line coverage
Maintenance ticket routed to a vendor
What this could save you
Put a number on it.
The outcomes above are what changes operationally. Here's what a role like this is worth in dollars at Property management companies — the staffing saving on its own, before the routine share of the work gets automated and stops being paid for at all.
What this could save you on Property management companies
Move the numbers to match the role you're costing. The totals below update as you type — no email needed.
US cost, all-in
$61,308/yr
GH cost, all-in
$20,800/yr
Annual saving
$40,508
66.1% lower than staying in-house
Full itemised breakdown
See the six line items that make up the US-side total — payroll tax, benefits, paid leave, equipment, and recruiting — for the numbers above.
No sales call. We'll just send the same breakdown to your inbox.
Every assumption this rests on
These are conservative public US averages — employer payroll tax, benefits load, paid leave, and the rest — not GH Business Solutions' own measured figures. Every number above is either something you entered or something listed here: nothing is hidden, and nothing is rounded in our favor. It is disclosed in full so you can check the arithmetic yourself rather than take our word for it.
| Assumption | Value |
|---|---|
| Employer payroll tax | 9.15% (FICA 7.65%, plus federal and state unemployment) |
| Benefits load | 25% — insurance, retirement and supplemental pay only, since tax and leave are costed separately |
| Paid leave | 20 days (roughly 12 vacation days plus 8 public holidays) |
| Workstation and software | $1,500 |
| Cost per hire | $1,300 (SHRM 2026 median for nonexecutive roles) |
| US voluntary turnover | 18% a year (published US range is 13%-18% — we use the top of it) |
| GH rate | $10.00 per billable hour (our range is $9-$10 — we cost the top of it here) |
| Self-managed seat | $450 a month salary at cost, plus $70 a week for the desk, plus a $695 recruitment fee over 2 years |
Ready to talk specifics?
Tell us what's piling up. We'll tell you exactly what we would take off your desk.
Getting started
Two weeks, start to finish.
Week one
We map your workflow
A dedicated team lead learns your systems, protocols and escalation rules before anyone takes a live call or opens a live ticket.
Week two
Supervised live coverage
Your new team works real calls and real tasks alongside your staff, with a safety net until every handoff is clean.
Full handover
Coverage runs on its own
By the end of week two the team runs independently, with reporting you can review each morning rather than a queue you have to check.
Compliance & data handling
Built to be trusted with what matters.
- Customer and tenant personal information handled to a documented standard
- Payment card and rent payment details never stored when collected by phone
- Fair-housing-consistent inquiry handling through a scripted process with no applicant-by-applicant discretion
- Vendor licensing and insurance certificate records kept current and accurate
Related services
Common questions
Before you ask.
How do you make sure leasing inquiries do not create fair housing exposure?
The team follows a single, scripted inquiry process for every caller and does not exercise discretion about who seems like a good applicant. The same questions get asked and the same information gets given regardless of who is on the line, which is exactly the consistency that reduces exposure rather than creating it.
Will tenants know they have reached someone outside our office?
Most tenants assume they have your office directly on the line. The team answers using your property names and follows your maintenance and collections process, so nothing in the call suggests otherwise.
We already have an app that lets tenants submit maintenance requests directly. Isn't that most of the job already?
Submitting and routing the request is the easy part, and an app does that well. What it can't do is decide that this leak at 11pm is a genuine emergency that needs a vendor tonight, while a similar-sounding one reported at 11am can wait until morning — and then actually get a vendor to show up. That judgment, and the persistence to chase a vendor who isn't answering, is the team's job.
Can the team work inside our existing property management software?
Yes. We work inside whatever property management, accounting and maintenance systems you already run, using logins you issue and permissions you control. We do not ask you to switch systems or migrate your portfolio.
What portfolio size does this make sense for?
A manager with a couple hundred units usually starts with someone covering the after-hours maintenance line; larger portfolios run a dedicated team split across maintenance, leasing and collections. The model scales by adding people to a team that already knows your properties.
How fast can maintenance and leasing coverage start?
Two weeks is typical. The first week maps your properties, vendors and escalation rules and trains the team on them. The second runs supervised live coverage before full handover, so nothing is learned on a real tenant call without a safety net.
Also in home & field services
We staff the same half of the work here.
Ready to see this running in your business?
Tell us what's piling up right now. We will tell you exactly what we would take off your desk.
Talk to us