OPERATIONS PROPOSAL

Virtual Maintenance Department

An Installed Operations Layer for Property Managers, Developers & Commercial Owners.

Stop the noise. Fix the ownership gap.

The Hidden Risk Most PMs Already Carry

The real risk isn’t maintenance itself. It is fragmented ownership .

Most maintenance failures don’t come from bad vendors. They come from unclear responsibility.

Delayed follow-ups, after-hours gaps, and inconsistent coordination quietly increase:

❌ Emergency repair costs

❌ Tenant dissatisfaction and escalations

❌ Owner complaints and reputational damage

The question isn’t whether maintenance should be outsourced. It is whether it should continue operating without clear ownership.

The Installed Solution

I assume day-to-day ownership of maintenance coordination within your defined rules, limits, and software. This is not a call center. This is a permanent operational layer, integrated directly into your Property Management Software.

Key Outcomes:

Tenants always receive a response. Never a voicemail black hole.
Routine tickets are validated. We dispatch correctly and filter noise.
True emergencies are escalated. Immediate action when it matters.
Your team is removed from the middle. No more playing "telephone" with vendors.

HOW IT WORKS

(24/7 Coverage)

Hybrid Human-AI Triage

We combine instant AI response with human judgment to ensure speed and accuracy.

Immediate Intake

All requests (Call/SMS/Email) are captured instantly.

Smart Triage

The system categorizes requests and filters "noise" (non-emergencies) from true hazards.

Human Escalation

True emergencies trigger an immediate wake-up call to the human coordinator.

Prioritized Processing

Non-urgent requests are logged and validated. We handle routine tickets efficiently—often immediately—but strictly prioritize emergencies to ensure critical lines remain open for true hazards.

Standard Maintenance Workflow

Step 1: Intake & Validation

Requests reviewed for completeness and legitimacy (photos required).

Step 2: Warranty & Vendor Routing

Warranty issues routed to builder/owner. Repair issues sent to your preferred vendors.

Step 3: Approval Control

Work exceeding "Not-To-Exceed" limits is summarized and routed to you for approval.

Step 4: Dispatch & Active Coordination

Work orders issued. Vendors actively managed until completion is confirmed.

Step 5: Completion & Accounting

Completion verified. Invoices uploaded to your PMS for GL processing.

Service Guardrails

Each client engagement is intentionally capacity-capped. This ensures no ticket backlogs, no rushed dispatch, and no delayed follow-ups.

This ensures:

No ticket backlogs. No rushed vendor dispatch. No delayed tenant follow-ups.

When a portfolio approaches capacity thresholds, we adjust the scope before service quality is affected. Growth never compromises execution.

Partnership Options

Maintenance workload does not scale linearly. Smaller portfolios often require more hands-on coordination.

Our pricing is based on responsibility and execution volume, ensuring consistent outcomes regardless of portfolio size.

Core Capacity (Recommended)

Virtual Maintenance Department (Up to 100 units)

$1,299/m

Full maintenance ownership & coordination
24/7 coverage via Hybrid Triage (AI + Human Escalation)
Vendor dispatch and follow-through
Strict NTE-based approval controls
Direct operation inside your PMS
$0 Onboarding Fee
Expanded capacity : 101–200 units: $1,999 / month 200+ units: Custom (volume-based)

No contracts - cancel anytime

Operations Support Retainer

Lite / Non-Core Support (10 Hours, Monthly Reset)

$450/m

Financial Admin: Invoice processing, accounts payable, payment scheduling, and reconciliation.
Tenant Relations: Rent reminders, late payment follow-ups, and handling lease inquiries.
General Admin: Email management, document organization, and lease agreement filing.
Note : Does NOT include maintenance ownership, 24/7 intake, or dispatch authority.

Who This Is Built For

Hey, I'm Nash!

Property Management Operations Specialist with 6+ years of experience supporting U.S. based portfolios. I’ve worked inside real PM operations where maintenance escalated not because of cost, but because no one clearly owned the follow-up. This system was built from inside the role, not theorized from the outside.

Next Steps...

Does installing a dedicated maintenance ownership layer reduce your operational exposure?

If the answer is yes, we can typically go live within 72 hours.

No long-term lock-in. Start with the coverage level that matches your current portfolio and adjust as you grow.