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Property Management Answering Service

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Who We Serve

Why
Choose 
Us?

EXPERIENCE
Contact One has been taking property management calls for over 35 years. We currently serve hundreds of properties and thousands of residents.

EXPERTISE
We have taken our years of experience and honed it into a superior answering service that understands all facets property management - residents, management, maintenance, leasing, finance...

QUALITY
Our Contact One family of staff and management care to be the best at what we do. You will receive all of the advantages and choices of a large corporate answering service, but with the care and concern of our family owned and operated business.

VALUE
Our competitive rates defy the level of service that you and your callers will receive. We will always work with you to be sure that you are receiving the top level of service for the best possible value.

How It Works

ONBOARDING & SETUP

  • We will work with you to create the most effective and efficient call handling and messaging process taking into consideration you, your residents, your staff and your vendors
     

  • The setup process can be handled very simply by any combination of online form, personal conversation and email communication

  • We will determine with you how best to greet your callers, get all of the correct information you need, screen for urgency, and get you or your staff the message in the most timely and efficient manner
     

  • When it comes to maintenance calls, we will have a listing of each type of maintenance call that we routinely receive and how you want us to handle it based on the caller's maintenance situation.

                                                 See the maintenance worksheet that we use HERE.  
     

  • We understand how important it is to handle urgent maintenance calls timely, but we also understand how important it is screen the calls to determine those that YOU feel are urgent and those that you don't.
     

  • You will have a dedicated account manager who will continually work with you even after onboarding to make any necessary changes to your procedures. We will even alert you of issues or trends that may need adjustment based on our experience with your calls

  • If you utilize on call schedules for your staff, your account manager will work with you to receive, manage and maintain those schedule so we will always contact the proper person at the proper time


WE PROVIDE YOU WITH A PRIVATE TELEPHONE NUMBER
 

  • Forward your existing number to it whenever you need us to cover your phones - your callers dial your number, but the call rings to us
     

  • Overflow calls to it during busy times so that we can always assist you with your important calls
     

  • Use it as your own number on letterhead, business cards or advertisements
     

  • Use it on your phone greeting as an "In Case of Emergency Call" number
     

  • If needed, we can also provide you with a specialized or toll free number

THE NUMBER IS ANSWERED 24/7/365 BY ONE OF OUR PROFESSIONAL TELEPHONE SECRETARIES
 

  • Your important calls will be answered promptly by one of our personable, professional secretaries
     

  • Always a friendly and professional greeting
     

  • We answer in your name, with whatever greeting you choose
     

  • Your callers get a great first impression!


 

WE TAKE THE MESSSAGE BASED ON OUR EXPERIENCE AND YOUR INSTRUCTION
 

  • When it comes to Answering Service, we are the experts -- but when it come to your business, YOU are the expert!  We will use both our expertise and your instruction to handle your caller exactly as you would hire someone in your office to
     

  • The custom forms we created in the setup process will be used to take the message with the information you determine is needed from the caller
     

  • ​If you like, we will screen the call for urgency based on your instruction. Urgency can be based on type of call, content of the call or as defined by the caller - but urgency is always defined by you

     

YOU GET THE MESSAGE
 

  • Messages are sent to you and/or your designated staff as you have instructed us to immediately, on a predetermined schedule or on demand

  • Those you defined as urgent can be sent immediately via any combination of text, call and email. If we text or email, the message can be sent with the ability to easily confirm receipt of the message. If we don't receive the confirmation, we can continue on with the next steps as you have instructed us to until confirmation of the message is received
     

  • Those you defined as routine can be sent via email or text immediately, on a schedule or on demand. We can also send completed urgent calls to you after they have been completed and confirmed.
     

  • We can send any or all of your messages to as many recipients as you like
     

  • Log into our Client Portal to view and manage all of your calls and activity at any time

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