When you're running a property management company, you know how critical it is to manage calls efficiently. You want to focus on growth, not on being tied up with calls that someone else could handle. This is where Phone Tenders 24/7 Call Center comes in. We provide an answering service tailored to the needs of your property management business, ensuring every call is answered professionally and promptly.
Perhaps, you’re still deciding which call center to hire and curious as to what makes our company different and how we get the job done. You can easily book a demo for a more detailed explanation.
But if you aren’t ready for that yet, no worries, we’re here to help. Below, we’ll give you a glimpse of how we answer phones in our call center. Let’s get started!
Leasing Calls: Pre-Qualifying and Scheduling
One of the key aspects of our service is handling leasing calls. We pre-qualify potential tenants based on the criteria you provide. This means fewer unqualified leads for you and more time spent on serious prospects.
Imagine having a service that filters out applicants who don't meet your minimum requirements before they even reach you. That’s what we’re here for!
We also answer any questions they have about the unit, using the information from your listing page. This ensures consistency and accuracy without the need for multiple updates across different databases. Once pre-qualified, we schedule showings.
We can even integrate showing scheduling software like Tenant Turner to make the process seamless. This reduces your workload and helps keep your leasing process efficient.
Mainline Calls: Custom Scripting for Everyone
Our mainline service handles all your general inquiries. We use custom scripting tailored to different caller types—whether it's a tenant, owner, vendor, or someone else. This ensures each caller gets the right information without unnecessary escalations.
For example, if an applicant calls asking about the status of their application, our first step is to ask when they submitted their application. If it's within the usual processing timeline, we promptly remind them of this duration, setting clear expectations. However, if there's a need to escalate the call, we're fully equipped to handle that as well.
Escalations can be managed according to your preferences, ensuring that each situation is addressed in the most effective manner. We offer both warm and cold transfers—warm transfers involve us providing detailed context to the next point of contact, ensuring a smooth continuation of the service. We also provide cold transfers where we simply push the call through.
Additionally, we can take detailed messages and deliver them to you via email, ensuring you receive all necessary information without delay. For situations requiring a follow-up meeting or a specific action, we utilize tools like Calendly to book appointments efficiently. This structured approach not only minimizes interruptions but also enhances the overall management of your daily tasks.
Emergency Repairs: Immediate Action and Troubleshooting
Handling after-hours emergencies is crucial. Our emergency repair line ensures urgent issues are addressed promptly. We start by qualifying the emergency. If it's not an emergency, we guide tenants to submit a maintenance request through your portal.
For true emergencies, we troubleshoot over the phone, helping tenants manage issues until a professional can address them. This includes guiding them through turning off water valves or flipping breaker switches. If the issue cannot be resolved over the phone, we notify you immediately, ensuring you’re always informed and in control.
Keeping You Informed: Detailed Call Logs
We provide detailed call logs accessible through your dashboard. This real-time data includes caller type, reason for the call, actions taken, and contact information. You can easily track missed calls, see who called and why, and follow up promptly. This transparency helps you stay informed and proactive.
Scalability and Cost Management
As your business grows, our property management call answering service adapts. We offer flexible options like full coverage, overflow, and after-hours support. For leasing and mainline calls, you can choose full coverage, where calls come directly to us, or overflow, where calls ring to you first before coming to us if unanswered.
This ensures we do not answer calls when you are available to take them yourself, maximizing your direct engagement with clients. However, it also guarantees that no call goes to voicemail, ensuring that every caller receives prompt and professional attention, thereby enhancing customer satisfaction and maintaining the efficiency of your operations.
We also provide insights into your call volume, helping you make informed decisions about scaling. For instance, if your call volume during office hours increases significantly, we might recommend adding a virtual assistant to handle calls first, reducing your per-minute costs.
Efficient call management is essential for any property management company. Our tailored call center services ensure every call is answered professionally and promptly, freeing up your time and resources. From pre-qualifying tenants to handling emergency repairs, we cover all bases. Our detailed call logs and flexible options allow you to scale as needed while keeping costs under control.
Choose Our Reliable Property Management Call Answering Service Today!
Ready to make a significant improvement in your daily operations and customer satisfaction? Click here to book a demo, and let's start a conversation that could transform your business. We're excited to show you how our call answering service can make managing your property as effortless as it should be. Make the smart call today!