Is managing property maintenance requests and tenant inquiries becoming overwhelming? If you're looking for a more efficient way to handle the day-to-day challenges of property management, you're in the right place.
At Ambs Call Center, we've spent decades supporting property managers with a range of answering services designed to simplify communication and streamline operations. With years of experience and a dedicated team, we know what it takes to keep your properties running smoothly.
In this blog, we’ll address the eight most frequently asked questions about our property management answering services. Whether you need help with after-hours emergencies or managing maintenance requests, we’ve got the answers you’re looking for. Let’s dive into how you can enhance your property management process and keep everything under control, starting with one of our top questions:
1. How Does Your Service Compare to Other Property Management Companies?
When you’re managing properties, you need more than just a call center that takes messages—you need a partner that acts as an extension of your team. That's what we do best! We don’t just offer a generic service; we provide a seamless onboarding experience with a customized form tailored by the many property management companies we serve. We dig deep into the common maintenance issues your tenants face, ensuring each request is handled according to the workflows we’ve set up together. It's just part of our proven process.
For example, if a tenant calls because their toilet won’t flush, we refer to the workflow we've set up with you. If they have another bathroom they can use, chances are, you wouldn't just want us to call you in the middle of the night for this. We ask the right follow-up questions—like whether there’s a second bathroom available. Because we understand that for your tenants, this could be a serious emergency, but we want to make sure it's an emergency that maintenance can handle without disturbing your sleep. Our goal is to make sure every situation is managed with the urgency and attention it deserves.
2. How Does Your Call Center Handle After-Hours Emergencies?
Let's say it’s the middle of the night, and the phone rings. It could be a minor issue, or it could be an emergency that can’t wait until morning.
How do we decide what to do? We stick to the protocol you’ve set up with us. Most property managers, like we said earlier only want calls after-hours if it’s a fire, flood, or blood situation. If not, we'll handle it the next day.
So, if it’s a freezing Saturday night and the heater is out, we jump into action to make sure your tenants aren’t left in the cold. During our onboarding process, we work with you to craft a plan for all these after-hours scenarios, ensuring nothing falls through the cracks. Our approach is all about being prepared so that we can respond quickly and effectively, no matter what time it is.
3. How Do You Handle Leasing Inquiries?
Leasing inquiries are valuable and should be treated with the importance they deserve—whether someone is interested in a cozy studio or a spacious townhome.
If a prospective tenant calls after hours, we can immediately send the details to your leasing team via text or email, so they can follow up right away. During business hours, we could forward the call directly to your team to help close the deal.
But our support doesn’t stop with renters; we’re also here for property owners who call in and want you to manage their properties. These calls can also be forwarded over to you immediately, taken as a message, and/or integrated into your property management CRM. We've worked with many property managements to know that this is really the key to maximizing occupancy for your properties.
4. Can You Dispatch Vendors for Overnight Emergencies?
Absolutely! When there’s an overnight emergency, like a burst pipe or no heat, we’ll quickly contact your preferred vendors to get the problem fixed ASAP.
You may already know, but with answering services time is literally money. Which is why it’s worth noting that frequent calls to vendors might use up more of your plan’s minutes. So, in the best interest for your wallet, we recommend ensuring your vendors provide prompt responses to the method of contact you leave for us.
5. Can You Create and Submit Work Orders?
If your system integrates with Zapier or has an API that can be connected to our answering service, consider it done. Once you onboard, we'll set your software up to be programmed with our answering service. Not sure if our systems are compatible? No worries—just check out our full list of integrations or contact us and we’ll help you figure it out. We’re committed to making sure our services integrate seamlessly with your existing processes, so you can focus on managing your properties without any tech headaches.
6. Can You Qualify Potential Tenants?
Finding the perfect tenant can feel like searching for a four-leaf clover. We’ll help you craft a set of screening questions that dig deep into what you’re looking for in a renter, ensuring that only the best candidates' information reach your desk. Essentially, it'll save you time. means you won’t waste time on applicants who don’t meet your criteria.
How many questions can be qualifying list be? As many as you want! But we wouldn't want too many questions on the list, right? You don't want to turn away potential tenants with unnecessary or similar questions. So, we'll work with you to determine the best possible number of questions for a more engaging survey.
7. Can You Follow a List of Maintenance Emergencies?
Absolutely, we can follow a list of maintenance emergencies! Whether it’s a comprehensive list or just a few key issues, we treat your maintenance emergencies with the utmost importance. We adhere strictly to the guidelines you provide, ensuring that urgent matters are prioritized and addressed promptly.
For example, if your protocol states that a water leak takes precedence over other issues, we’ll make sure to contact the appropriate vendor immediately to prevent further damage. If a tenant calls about a water heater malfunction in the dead of winter, we won’t wait around. We’ll quickly follow your instructions to get the right technician out there fast, ensuring your tenants are safe and comfortable. Our focus is on managing emergencies efficiently, so you can rest easy knowing that the most critical issues are handled without delay.
8. Can You Log into My Software to Create Maintenance Requests?
We'll have to say maybe—as long as the volume is around 200 calls per day or more. If you have a steady and high flow of requests coming in, we’ll make sure we’re fully up to speed on how your system works, so we can keep things running smoothly. For lower volumes, under 200 calls a day, unfortunately we likely won't be able to log into your platform.
Why? Because it takes time to train our agents to our platform. It wouldn't be efficient or fair to train all our agents for only a handful of requests that come in every month. Our goal is to seamlessly integrate with your processes while handling maintenance requests efficiently so that your property operations remain uninterrupted.
Streamline Your Property Management with Ease!
By implementing a dedicated call center for your property management needs, you can significantly improve how you handle tenant inquiries and maintenance emergencies. This service is a game-changer for both property managers and tenants, making it easier to address issues promptly without interrupting your operations. With the right support in place, you can manage even the busiest days with confidence, knowing your properties are well taken care of.
Ambs Call Center partners with property managers across the country to deliver reliable, efficient support. If you’re ready to see how our services can benefit your properties, click below to request a quote and take the first step toward a more streamlined property management process!
