Case Study: Building Management Solution for a
Remote Property Owner

Project Brief

A building owner with a property featuring 10 apartments, two laundry rooms, a large parking lot, and a picnic/walking area was relocating out of state. The owner required comprehensive management support to ensure smooth operations and tenant satisfaction while minimizing disruptions.

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The Challenge

The owner faced several challenges that needed resolution before the move:

1. Inconsistent Communication:
   • Tenants contacted the owner via various methods, including phone calls, texting, Facebook messaging, and email, leading to lost work orders and requests.
2. Fragmented Payment Methods:
   • Rent payments were made through cash, checks, and auto-pay, creating inefficiencies. The owner wanted all tenants to pay electronically, with funds automatically deposited into his bank account.
3. On-Site Management Needs:
   • Weekly visits to the property were required to:
     • Check, scan, and email incoming mail.
     • Enter bills, receipts, and rent invoices into financial software.
     • Send work orders to facilities, place cleaning orders, and schedule routine maintenance and landscaping.

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The Solution

To address these challenges, we implemented a comprehensive solution:

1. Mobile App Development

We developed a mobile app to streamline tenant communication and property management:

• Work Order Management:
  • Tenants can create work orders via the app.
  • On-site support can disperse work orders to facilities, which can complete and close them.
• Tenant Updates:
  • Messages about maintenance and property updates can be pushed to all tenants.
• Lease Agreement Integration:
  • New lease agreements and renewals include language stating the app as the preferred communication method (unless otherwise dictated by law).

2. Electronic Payment System

We leveraged the financial application the owner was already using to automate rent payments:

• Recurring Invoices:
  • Set up for the duration of each tenant’s lease.
• Payment Options:
  • Single monthly ACH withdrawal directly from the tenant’s bank.
  • Multi-week ACH withdrawal aligned with paychecks.
  • Monthly credit card payment to allow tenants to benefit from credit card reward programs.
• Lease Agreement Integration:
  • New lease agreements and renewals specify that rent payments are to be made electronically.

3. On-Site Management Support

We provided a team member to handle weekly property visits and management tasks:

• Mail Management:
  • Check, scan, and email incoming mail.
• Financial Entry:
  • Enter bills, receipts, and rent invoices into financial software.
• Maintenance Coordination:
  • Send work orders to facilities, place cleaning orders, and schedule routine maintenance and landscaping.

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Results

The implemented solution delivered significant improvements:

1. Streamlined Communication:
   • The mobile app centralized tenant communication, reducing lost work orders and requests.
2. Efficient Rent Collection:
   • Electronic payment options simplified rent collection and ensured timely deposits into the owner’s bank account.
3. Reliable On-Site Support:
   • Weekly visits ensured that property management tasks were consistently handled, maintaining tenant satisfaction and property upkeep.

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Conclusion

By combining technology-driven solutions with dedicated on-site support, we enabled the building owner to manage the property effectively from out of state. This approach ensured smooth operations, improved tenant experience, and enhanced efficiency in property management.