The world of property ownership and management is very challenging. If you run or visit a property management office, you will notice that the phone is constantly ringing. While at the office, you regularly receive calls, check emails, or screen applications from maintenance workers calling to report projects to tenants asking for an extension on their lease and rent. When you receive calls from potential clients enquiring about property availability, you may use much time answering phone calls and lack time to solve those issues.
Fortunately, you can explore options to reduce the burden of the phone calls in the leasing offices needing administrative support. By partnering with a property management answering service, you can ensure that someone can pick up all calls that come to your office. This will reduce the number of missed calls and avoid missing opportunities to fill the vacancies.
How Property Management Answering Service Can Improve the Bottom line of your business
As you may know or have experienced, many tenants will pick up a phone and call management as a first impulse when faced with a problem. As a result, you will answer many calls, some of which are urgent while others can wait. Without a screening solution for your calls, you will waste time on some calls only to realize that they are not urgent. With a call agent, you can screen out the emergencies and deal with them while arranging the rest in the urgency list to handle at a more convenient time.
The following are some of the ways through which a property management answering service improve the bottom line of your business:
Puts an End to Missed Calls
The world of property management is very unpredictable. There are times where someone else’s heat or water supply breaking will cause you to rush out of bed. On the other hand, calls to a property management office may come in at any time. When a tenant or potential tenant has a problem, they may not hesitate to contact you regardless of the time.
Often when a client or tenant decides to call the management office, the issue is essential and may require immediate remedy. When potential clients call to fill in a vacancy, they will not appreciate an automated message or no answer for their calls. This will cause them to call elsewhere. When office staff are dealing with other vital issues in the business, missed calls may be inevitable. This can result in missed opportunities and slow growth of your business.
When you partner with an answering service, the agents will offer 24-hour support and ensure that your callers receive a live answer every time they call your business. As a leasing agent, you will have to wear many different hats in your job. However, you can significantly benefit from the knowledge and skill offered by a property management answering service. The well-trained and experienced team of agents can standby and screen your calls according to their urgency.
When there are urgent calls, the answering service agents can forward them to your on-call maintenance team. On the other hand, the less essential calls can be recorded and handled more conveniently. Regardless of the type of calls that come through, you can be assured that your tenants’ concerns and potential clients will be handled with utmost professionalism. An answering service for this type of business is often an invaluable addition to your existing experts.
Address Maintenance Issues
Property maintenance may either be routine or emergency. When hiring an answering service, you need to provide criteria for categorizing tenant needs based on routine and emergency. This will help the agents apply the criteria and determine the right course of action. Your property answering service will provide the proper attention to each maintenance issue. In the process of doing this, you will be sending signals to the tenants that you are available whenever they need you.
You Can Receive Customized Live Support for your Property
Property management may be divided into different types of property, and each needs specific services and tasks to be handled by the answering service. Answering service agents are trained to meet the specific needs of each business. When partnering with the answering service, you need to ensure that they are experienced in your line of business. This helps ensure that you receive customized support for your tenants and other callers.
Commercial Property Management Answering Service
Although most tenants renting commercial spaces have a bulk responsibility for the activities inside their premises. Many issues could be going on beyond the tenant’s control. As a property manager, you need to be ready to attend to their needs. An answering service can provide services customized to your business, from filling more spaces with good tenants to improving your client services regardless of when the call comes in.
Housing complex and Condos Answering Service
When you manage high-end condos and housing complexes, you must pay constant attention to your tenants. When they call your office, you must respond to their needs regardless of the time. A professional answering service will focus on professionalism and excellent service to ensure your callers are in great hands when they reach out for help.
Apartment Answering Service
When you manage an apartment, you have to deal with voicemails from tenants of issues that occurred after your office closed for the day. With an answering service customized for flats, you can ensure that the needs of each tenant are met. If it is a matter of urgency, you can contact your specialists to fix the problem before it becomes worse. In addition to taking care of your callers, we can ensure that the apartment complex has minimum vacancies.
Real Estate Answering Service
Each Phone call in real estate management is an opportunity to bring a new client or attend to your existing ones. If you want to provide the best service for your customers as a real estate agent, you cannot afford to miss the calls. When you partner with a property management answering service, the agents will handle your calls and collect basic information to help you solve the issues. Regardless of the type of property you manage, the answering service agents customize a script to ensure that your callers receive the correct information.
24 Hour Full Administration Support
When you want to keep vacancies in your properties at a minimum, you must ensure that the current tenants are satisfied with your services and have all their needs met. In addition to maintaining the leasing terms, the renewal of contracts will significantly rely on the tenant’s experience while dealing with you. No tenant will be pleased with sitting in the back as the office staff prioritizes the potential tenants. Therefore, you need to make sure that the current tenants are well taken care of by partnering with a property answering service on standby to solve their issues without being put on hold.
Also, the property issue, mainly when dealing with residential, can be sensitive, and phone calls can come anytime. Therefore, calls from potential clients are as important and should be handled promptly to avoid missing out on the opportunity to close great deals. Answering service agents are always available after business hours, on holidays, and at night. This ensures that your tenants and potential clients receive full administration support whenever they need it.
Keeping in constant contact with your maintenance team or contractors is also essential when working in property management. An answering service can help you maintain a tab on your ongoing projects in the property and communicate freely to anyone who could have questions about the projects.
Better Customer Service and Reputation for your Business
As your business grows, the number of calls coming in will increase significantly. Slow response or unanswered calls may present a bad image for your businesses. Some companies opt for automated messages which many callers do not prefer. Your tenants will not be happy to call and report an issue only to be met by an automated message. Most callers want to speak with a live person, giving them more confidence in your services.
A decrease in the quality of service caused by missed calls could affect your tenant experience. In genitive businesses like property management, providing excellent service is critical. Partnering with the answering service ensures you provide high-quality services at all times, which depicts a great image of your business.
When people make recommendations to their families or friends in the property management office for their rent and ease needs, they will recommend one that provides direct contact.
Proper Handling of Spam Calls
As a property manager, you may not be a stranger to spam calls. When you pick a call from fraud starts or vendors trying to sell you something, you waste more time which could be used to handle more issues affecting your tenants. You will avoid losing time on unnecessary calls when you outsource call answering agents. A qualified call answering agent will know the questions to ask so they can determine whether the call is relevant and worth passing on to you and your team.
Saves Time and Money
Often, answering service agents charge for the number of calls they take and create a package to meet your needs. When you hire an internal receptionist for your property management office, you will need to pay them even when your business receives fewer calls. Also, hiring a new staff member means that you spend time training them to fit your office setting. The time and money used to pay the receptionist can develop the company and handle other important issues.
When partnering with an answering service, you do not need to find the right person for the position. The answering service company has agents who are well trained to handle calls and messages from your line of business. Additionally, you will not need to invest in fancy office equipment since the company will bring their equipment.
A Perfect way to Generate Revenues from Other Channels
Partnering with a property answering service enables you to generate extra revenue where you can’t. Also, the agents can go the extra mile to help you close the sale, whether it is scheduling shows or canceling the shows, depending on your availability. Your company could become more successful with an answering service that works round the clock.
Professional Staffing
Writing yourself professionally to your existing and potential tenants is critical when running a property management agency. When you work with a receptionist, they are likely to be caught up in their moods and sometimes fail to provide appropriate responses to people who call your business. There is no room for error when outsourcing your company’s customer service to a call center. Answering agents can respond appropriately, deepening the nature of your business. Also, they can create a customized script to ensure that the existing and potential tenants receive impeccable service.
Regardless of the number of rental houses you manage, you must stay ahead of your competition. If you want to grow your business, you need to ensure that the kind of support and services you provide is impeccable.
Find a Property Management Answering Service Provider Near Me
The job of a property manager goes beyond management or rentals and property. You must ensure that the value and size of your property management company increase. Whether you manage a business or residential property, your property management office is the intermediary between the tenants and the landlord. Your office will constantly receive calls from existing tenants and potential ones hoping to rent the properties. Also, calls from the maintenance team may be overburdening your office staff and having them spend most of their time answering the calls.
By partnering with a property management answering service, you and other professionals in your business can focus on what is essential to the business. Also, it creates a reliable customer service base on which you, as a property manager, can build your business. At Best Call Center, we will free your office staff from the phone duties allowing the entire team to open up lines of communication and concentrate on attending to the issues communicated on the phone calls. If you want to expand your business and improve customer service at your property management offices, we invite you to contact us today at 800-385-4656.