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AI Property Management Assistant
AI agent handling tenant inquiries, maintenance requests, and lease management for a property management company.
Ticket resolution
60% auto-resolved
Tools
AI AgentAirtableEmailSlackn8n
The Client's Problem
My Approach
The Workflow Breakdown
1
Vapi voice agent with 4-tier urgency classification: emergency, standard, lease, complaint 2. Preferred vendor dispatch with automatic contractor calling for emergency requests 3. Buildium API integration for work order creation with photo attachments from tenants 4. Automated rent reminders at day -5 and late notices at day +3 via Twilio SMS 5. Landlord dashboard showing open requests, response times, and vendor performance
Results & Impact
- Maintenance response time dropped from 2+ days average to under 2 hours
- Emergency response went from next morning (if seen) to under 15 minutes
- Property damage from delays went from $8,200 in one incident to zero in first 6 months
- Landlord hours on communication dropped from 15+ hours/week to under 2 hours/week
- Rent collected on time improved from ~78% to 94% with automated reminders
- Tenant satisfaction improved from 2.8/5 (Google reviews) to 4.3/5 within 90 days
- 72% of work orders now include tenant photos (was rare)