Property manager: running buildings, accounts and general meetings, without drowning in co-owners’ requests.
The property manager handles a portfolio of co-owned buildings on behalf of the managing agent. Every day brings co-owners’ requests, quotes, claim notifications and contractors’ invoices, and general meetings to prepare that are all alike and never quite the same. Automation sorts, prepares and chases, and gives the manager back time for building visits and decisions.
The role
Between co-owners, the owners’ council, contractors and insurers.
The property manager administers the co-ownerships in their portfolio: carrying out general meeting decisions, building maintenance, contractor agreements, insurance claims, works follow-up and, with the managing agent’s accounts department, budget, service charge calls and arrears recovery. They answer to co-owners and to the owners’ council, which oversees their management. The job is one of volume: many buildings, many contacts, and legal obligations to meet for each one.
Day to day
A typical day.
- MorningSort co-owners’ e-mails and calls: leak, lift breakdown, nuisance, document request.
- MorningNotify a claim to the building’s insurer and instruct a contractor or a loss adjuster.
- MiddayCompare quotes for works and send them to the owners’ council for its opinion.
- AfternoonVisit a building with a contractor, note maintenance points and works to plan.
- AfternoonPrepare a general meeting: agenda, resolutions, quotes to attach, notices of meeting.
- End of dayHold an evening general meeting, then write up the minutes.
The objectives
What the role is measured on.
- Response time to co-owners
- General meetings held on time
- General meeting decisions carried out
- Service charge arrears
- Open claims and their age
- Owners’ council satisfaction
Indicators are named, never quantified: levels depend on each company, and the diagnostic measures them.
Day to day
The problems that come up most.
An overflowing inbox
Requests, complaints, quotes, invoices, insurer notices: everything lands in the same place, with no sorting or priority.
General meetings that take long to prepare
Agenda, draft resolutions, attachments, notices: the work is redone for every building.
Minutes written late at night
After an evening meeting, the minutes must be written, signed and notified quickly.
Claims that drag on
Notification, leak detection, assessment, works, settlement: each step waits for a reminder.
A maintenance log that is rarely up to date
Contracts, interventions, works and surveys are scattered between paper files, e-mails and software.
Co-owners who want to know
Where the works stand, the claim, the refund: every question goes through the property manager.
By sector
One role, several realities.
- Construction and property
Managing agents and property administrators, subsidiaries of real estate groups or developers that manage the buildings they deliver: older and recent co-ownerships, residences with shared facilities, construction guarantees to enforce after delivery, major energy renovation works voted in general meeting and followed with building contractors.
What changes
Automate the task, keep the judgement.
What gets automated
- Co-owners’ requests read and classified by an AI agent, linked to the right building and unit, with a reply prepared for routine cases.
- General meeting notices prepared from templates, with draft resolutions and attachments gathered.
- General meeting minutes pre-drafted from the attendance sheet and votes, then notified to the co-owners concerned.
- Claims tracked from notification to settlement, with reminders to insurers, loss adjusters and contractors.
- Building maintenance log kept up to date from recorded contracts, interventions and works.
What stays human
- Advice to co-owners and the owners’ council, and chairing general meetings.
- The choice of contractors and quotes to present, and follow-up of major works.
- Sensitive situations: disputes between neighbours, long-standing arrears, litigation.
Use cases
How to automate, case by case.
Each case starts from a question leadership teams ask. The starting point, what gets automated, the tools involved, and what stays in the teams’ hands.
How do you automate the day-to-day management of a co-ownership?
- Today
- Every day, the property manager receives a steady stream of e-mails and calls for the buildings in their portfolio: breakdown, leak, nuisance, document request, question about charges. They sort them personally, note them in a notebook or spreadsheet, and many wait a long time for a reply.
- What gets automated
- An AI agent reads each request, identifies the building, the unit and the co-owner, classifies it by type and urgency, and records it in the property management software. Routine requests receive a reply prepared from the building’s information, and technical incidents are passed to the contractor under contract. The property manager sees, by building, what is open and what is waiting for their decision.
- What stays human
- The property manager approves binding replies and personally handles sensitive situations.
- AI agent
- Property management software
- Ticketing tool
- Messaging
How do you automate co-ownership service charge calls?
- Today
- Calls for the provisional budget, the works fund and voted works are generated by the property management software, but checking them, sending them and explaining them to co-owners takes time. Calls for exceptional works are prepared separately, from the general meeting decisions.
- What gets automated
- Calls are calculated in the property management software according to the voted budget and the apportionment keys in the co-ownership regulations; an automatic check compares each call with the previous one and flags variances. Calls for voted works are prepared from the minutes and the agreed schedule. Notices go out through each co-owner’s chosen channel and are published on the owners’ portal.
- What stays human
- The managing agent’s accounts department approves the calls; the amounts follow from the budget and works voted in general meeting.
- Property management software
- Owners’ portal
- Messaging
How do you automate preparing a co-ownership general meeting?
- Today
- For each building, the property manager takes the previous year’s agenda, collects co-owners’ requests for items to be added, gathers quotes and contracts, drafts resolutions and prepares the notices. The same work is repeated for every co-ownership in the portfolio.
- What gets automated
- A meeting file is opened for each building with the recurring items: approval of accounts, budget, works fund, mandates. Requests for agenda items and pending quotes are attached to it, and an AI agent drafts the resolutions from templates. Notices are generated with their appendices and sent by each co-owner’s chosen notification method.
- What stays human
- The property manager settles the agenda with the owners’ council and approves each resolution.
- Property management software
- AI drafting agent
- Electronic registered mail service
- Owners’ portal
How do you automate writing general meeting minutes?
- Today
- During the meeting, the property manager notes attendance, proxies and votes on paper. They calculate majorities, write the minutes that evening or the next day, have them signed, then notify them to co-owners who voted against or were absent.
- What gets automated
- Attendance, proxies and votes are entered during the meeting on a tablet connected to the property management software, which calculates majorities according to ownership shares. The minutes are pre-drafted from the resolutions and results, reviewed and signed, then notifications are prepared for the co-owners concerned. Voted decisions automatically open the follow-up tasks.
- What stays human
- The meeting chair and the property manager approve the minutes; the property manager checks the majorities applied.
- Property management software
- Mobile field app
- AI drafting agent
- Electronic registered mail service
How do you automate insurance claims management in a co-ownership?
- Today
- Water damage or a broken window is reported by a co-owner. The property manager notifies the claim to the building’s insurer, looks for the source with a contractor, arranges the assessment, follows quotes and settlements, and chases each party in turn.
- What gets automated
- The co-owner’s report is read by an AI agent, which opens the file with the building, the units affected and the photos, and prepares the notification to the insurer. Each step, leak detection, assessment, quote, works, settlement, is tracked with its deadlines and reminders. The co-owners concerned see progress on the owners’ portal.
- What stays human
- The property manager qualifies the claim, decides which contractors to instruct and handles sensitive exchanges with the insurer.
- AI agent
- Property management software
- Owners’ portal
- Messaging
How do you automate keeping the building maintenance log?
- Today
- The maintenance log is mandatory but rarely updated: maintenance contracts, interventions, major works and surveys stay in files and e-mails. It has to be rebuilt at the time of a sale or a general meeting.
- What gets automated
- Each contract, intervention, accepted work and survey recorded in the property management software automatically feeds the building’s maintenance log. An AI agent reads contractors’ and surveyors’ reports to extract dates and observations. The log is published on the owners’ portal and flags upcoming deadlines.
- What stays human
- The property manager checks the log and proposes to the owners’ council the works it brings to light.
- Property management software
- AI agent
- Owners’ portal
How do you automate recovering unpaid co-ownership service charges?
- Today
- After each due date, the accounts department prints the list of co-owners in arrears. Reminders go out when the property manager thinks of it, and referral to litigation is slow, while the debt grows.
- What gets automated
- After each due date, accounts in arrears are identified in the property management software and a graduated reminder goes out automatically: reminder, second reminder, formal notice. Each reminder is traced on the co-owner’s account. Persistent files are prepared for the property manager and the litigation department, with the account history.
- What stays human
- The property manager and litigation decide on a payment plan or proceedings, conducted with a bailiff or a lawyer.
- Property management software
- Messaging
- Electronic registered mail service
How do you automate tracking the building’s contractor agreements?
- Today
- Lift, cleaning, heating, grounds, access control: each building has its contracts, with their end dates, renewal clauses and visit obligations. They are tracked in files, and the visits required by the contract are not always checked.
- What gets automated
- Each contract is read by an AI agent, which extracts the contractor, services, visit frequency, term and termination deadline, and records it in the property management software. Deadlines trigger an alert ahead of the general meeting that must decide. Contractors’ visits are compared with those scheduled and gaps are flagged.
- What stays human
- The property manager proposes to the owners’ council and the general meeting whether to renew contracts or put them out to tender.
- AI agent
- Property management software
- Action tracking tool
How do you automate preparing documents for the sale of a unit?
- Today
- When a co-owner sells, the notary asks for the dated statement of account and a series of documents: co-ownership regulations, minutes, maintenance log, surveys, status of charges and voted works. The property manager and the accounts department gather them by hand, file by file.
- What gets automated
- At the request of the notary or the seller, the tool automatically gathers the building’s and the unit’s documents from the property management software and the owners’ portal. The unit’s financial position and the sums relating to voted works are extracted to prepare the dated statement. An AI agent checks that the list of requested documents is complete before sending.
- What stays human
- The accounts department and the property manager approve the dated statement, issued under the managing agent’s responsibility.
- Property management software
- AI agent
- Owners’ portal
- Messaging
How do you automate following up works voted in general meeting?
- Today
- Once works are voted, the property manager places the order, arranges the start with the contractor and the co-owners, follows progress, issues service charge calls on the due dates and accepts the works. Co-owners call to find out how the works are going.
- What gets automated
- The voted resolution opens a works file with the selected contractor, the amount, the schedule of calls and the project manager if there is one. The work order, the calls on each due date and information to co-owners are prepared automatically, and progress declared by the contractor is published on the owners’ portal. Acceptance and its snags are traced until cleared.
- What stays human
- The property manager, with the project manager and the owners’ council, follows execution and accepts the works on behalf of the owners’ association.
- Property management software
- Owners’ portal
- Mobile field app
- Messaging
Questions from the teams
What teams look to improve.
- How do you automate co-ownership property management?
- By starting with the heaviest flows: co-owners’ requests, general meeting preparation, claims, contractors’ invoices. Each is structured and connected to the property management software, and routine cases are handled without re-keying. The property manager keeps the advice, the meetings and the decisions.
- Do you need to change property management software to automate?
- Rarely. Co-ownership accounting, service charge calls and apportionments stay in the property management software, which carries their compliance. Automation plugs in around it: reading documents, sorting requests, preparing meetings, sending reminders.
- Can AI answer co-owners?
- It can answer routine questions from the building’s information: date of the next general meeting, a document available on the owners’ portal, progress of a claim or of works. Sensitive or binding replies are prepared for the property manager, who approves them.
- How do you speed up writing general meeting minutes?
- By recording attendance and votes during the meeting in a tool connected to the property management software, which calculates majorities according to ownership shares. The minutes are pre-drafted from the resolutions and votes, reviewed and signed at the end of the meeting or straight after, then notified to the co-owners concerned.
- Can claims follow-up be automated in a co-ownership?
- Yes for the follow-up: notification, documents, appointments, adjusters’ reports, quotes, settlement and reminders. Qualifying the claim, its coverage and sensitive exchanges with the insurer or co-owners remain with the property manager.
- How do you keep the owners’ portal up to date?
- By publishing to it automatically the documents produced elsewhere: minutes, contracts, maintenance log, account statements, service charge calls. Co-owners find the information without calling, and the property manager knows what has been published.
- How do you reduce service charge arrears?
- Through graduated, regular reminders, prepared automatically after each due date, with the co-owner’s account statement. Files that resist are flagged to the property manager and the litigation department, who decide what happens next.
- Is co-owners’ data protected?
- Access is limited by role and by building, personal data is processed in line with the GDPR, and hosting is chosen with the managing agent. AI agents only work on the information needed for their task.
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