Industries
Property management answering service, 24/7
Short answer
A property management answering service picks up every call to your office, day and night, and sorts it: a leak at 2 a.m. goes to your on-call maintenance person, a dripping tap becomes a work order, and a prospect who wants a tour gets one. AIReceptionistGo is a 100% AI receptionist that answers in your company’s name and says it’s an AI. It follows the emergency list you write, so your team is woken for floods and not for loose cabinet doors.
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Example call: water through the ceiling at 2 a.m.
Ironwood Residential · Water through the ceiling at 2 a.m.
- AI
- Ironwood Residential, this is AI Receptionist, the AI assistant. How can I help?
- Caller
- Water’s dripping from my bathroom ceiling. It’s coming from upstairs.
- AI
- Is anyone in danger, or is it near lights or wiring?
- Caller
- No, it’s over the tub.
- AI
- Which property and unit?
- Caller
- Larkspur Commons, 2A. Keisha Morrow.
- AI
- Thanks, Keisha. A leak from above is an emergency. Is 555-0171 the best number?
- Caller
- Yes.
- AI
- I’m alerting on-call maintenance now. They have your unit and number.
Summary sent to you
- Emergency
- water through the bathroom ceiling, Larkspur Commons unit 2A, coming from the unit above. Not near wiring.
- Tenant
- Keisha Morrow, 555-0171 (confirmed on the call).
- Done
- on-call maintenance alerted. No repair time, and no entry to the unit above, promised.
When property management calls come at the wrong time
It’s 2:07 a.m. on a Saturday in Richmond. Water is dripping through the bathroom ceiling of a second-floor unit, from the apartment above. Your maintenance tech is asleep, your office is dark, and the tenant has already called twice, the second time from the hallway.
By Monday the same line has rent questions, a noise complaint, an owner asking about a vacancy and three people who saw your “For Rent” sign. Only the leak couldn’t wait, if someone had been there to sort it.
How the call goes
-
Danger first
Fire, a gas smell, a carbon monoxide alarm, someone hurt: 911 first, then your on-call person is alerted with whatever the AI has.
The AI says: “If anyone is in danger or you smell gas, please leave and call 911 now.”
-
Who’s calling
A tenant, someone looking to rent, a property owner you manage for, or a vendor. Each one takes a different path from here.
The AI says: “Are you a current resident, or calling about renting?”
-
Tenants: which property, which unit, what’s wrong
Property and unit come before the problem, because they decide which team or vendor gets the job. Then your emergency list decides what happens.
The AI says: “Which property are you in, and what’s your unit number?”
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Prospects: the same questions for everyone
Move-in date, how many bedrooms, and a tour at a time your leasing team has open. Every prospect hears the same questions and gets the same answers from your approved listing details.
The AI says: “We have tours of that floor plan Tuesday at 4 or Wednesday at 11.”
-
Owners and vendors
An owner you manage for goes to their portfolio manager, put through or emailed. A vendor gets a message. Neither is sent to your on-call line.
The full tenant maintenance call, step by step, is in our maintenance request call script; the other businesses we answer for are on industries.
What counts as urgent
For a residential property manager, these are the defaults we start from. Your leases, your city’s rules and your list replace them.
| Situation | What happens |
|---|---|
| Fire, gas smell, CO alarm, someone hurt | 911 first; on-call person alerted |
| Water coming through a ceiling, a leak that won’t stop, or sewage backing up | On-call maintenance reached now |
| No heat in freezing weather, a door that won’t lock | On-call maintenance reached now |
| Lockout at night | Name and number taken; on-call person checks them against your records |
| Noise complaint or a dispute with a neighbor | Message for the manager; 911 if someone is threatened |
| Someone wants to tour a vacant unit | Tour booked in your leasing calendar, or taken as a request |
| Rent question, lease renewal, dripping tap | Rent or lease: a message for the office. Dripping tap: a work order |
What it never says on these calls
- A rent balance, a late fee, anything about eviction or the terms of a lease.
- A repair time, or that someone will go into the unit above. Entry is your team’s decision.
- Who pays for water damage, or whether renters insurance covers it.
- Anything about other residents: who lives upstairs, whether they’re home, their number.
- Anything about the neighborhood, its people or its schools. Every prospect gets the same facts from your listing details.
What you decide
- Your properties and units, and which team or vendor covers each building.
- Your emergency list, by season if you like, including where no hot water and no AC fall. A resident who calls in Spanish is held to the same list, in Spanish.
- Your on-call rotation and a backup for nights the first person doesn’t pick up.
- Leasing: which units can be toured, your tour times and the questions every prospect is asked.
- Owner calls: which portfolio manager gets which owner.
We set it up the way you want and you approve the final version.
Why this works for property managers
Our call protocols come from nearly two decades of running phone reception for small businesses. A property line is judged on two calls a year: the one that floods a unit at 2 a.m. and the one that wakes your tech for nothing. It escalates real emergencies, against a list you wrote in daylight, by building and by season. It never promises what you don’t: no repair times, no lease talk, no promises about the unit next door. How hand-offs to your on-call person work is on the on call answering service page, and the thinking behind it on our method.
What it costs
You pay per answered call, not per unit or per building. On Pay As You Go there’s no monthly fee and each answered call is $0.99. A portfolio with steady maintenance and leasing calls fits the 100-Call Plan: 100 calls for $49 a month. Compare plans on pricing.
Free setup · No contract · Cancel anytime
Your month, by plan
Best fit: 50-Call Plan, $29.00
- Pay As You Go Best fit $29.70
- 50-Call Plan Best fit $29.00
- 100-Call Plan Best fit $49.00
What the month would cost on each plan: the monthly fee plus each call past the ones included.
Questions property managers ask
What does a property management answering service do?
An answering service for property management companies answers every call to your office in your company’s name: a property telephone answering service that knows a tenant from an owner from a vendor. Tenants get maintenance sorted by your emergency list, prospects get tours, owners reach their portfolio manager, and vendors never land on your on-call line. Recording and transcript sit in your dashboard.
How much does a property management call answering service cost?
You can start with no monthly fee and pay $0.99 for each call it answers, at any hour; plans with calls included lower the price per call as your portfolio grows, and there’s no night or weekend rate. A residential property management answering service for a few buildings usually fits pay-per-call. Setup is free and there’s no contract.
Is it only an after-hours answering service for property management?
No. Many managers start with nights and weekends, then use it in the daytime too: when the leasing office is on tours or every line is busy, it picks up instead of voicemail. Night calls follow our after-hours triage protocol.
Can it work as an apartment answering service for leasing?
Yes. It answers prospects from your approved listing details, asks every prospect the same questions and books tours in your leasing calendar, or takes the request if your team confirms tours. It never describes the neighborhood or its residents. Agents who sell homes use our real estate answering service for buyer and seller calls.
I’m a landlord with a few units. Is an answering service for landlords worth it?
Often more than for a big company, because there’s no one else to take the call. A few dozen calls a month on pay-per-call costs little, and the one 2 a.m. leak still reaches you, while the “is the unit still available?” calls stop interrupting your day job.
Hand over the 2 a.m. calls
Press Get started with your properties, your emergency list and who’s on call, and we build your property protocol as part of your free setup. You approve it before your line is forwarded, following the steps on how it works.
Free setup · No contract · Cancel anytime