From Reactive Maintenance to Coordinated Tenant Operations
The moment a tenant maintenance request is captured, classified by urgency, and routed to the right queue — before the property manager finishes their unit tour.
Recommended starting point:Foundation Package
The Problem
Property management companies don't lose money because of rent prices — they lose it in the 'Operational Noise Layer.' Inbound tenant requests arrive constantly: maintenance issues, lease questions, move-ins, move-outs, parking, utilities, emergencies. Calls come in while managers are touring units, vendors are on-site, or after-hours when no one is available. Tenants get frustrated when issues feel ignored, while property managers drown in repetitive communication that pulls them away from higher-value work. Without a system to capture, classify, and route tenant intent, maintenance issues escalate, vendors are misassigned, response times slip, and tenant satisfaction drops — even when the underlying service is solid. The result: burned-out managers, angry tenants, and avoidable churn.
System Architecture
Meet Your New Team
Operator isn't just software. It's a verified swarm of specialized AI agents working in concert to run your operations.
Intake Specialist
Routing Manager
Engagement Lead
Policy Expert
System Logic: Inbound inquiry received via phone or web
Intake Specialist
Qualifies intent and gathers core requirements.
Policy Expert
Checks internal SOPs for case-specific compliance.
Routing Manager
Assigns to appropriate department with full context.
Engagement Lead
Schedules automated follow-up sequence.
Where Most Property Managers Start
Most property management companies begin with the Foundation Package, which installs the private infrastructure required to run Operator locally — keeping tenant communications, unit details, and operational data off third-party clouds.
What's Included
- Operator Node (Mac Studio) — on-prem runtime (as scoped)
- OperatorOS activated (control plane app)
- Core Stack (Lite) included — baseline intake → routing → handoff loop
- One HQ deepened beyond Lite mode (e.g., Voice or Data/RAG)
What It Can Do
- Answer tenant inquiries 24/7, including after-hours and weekends
- Capture Tenant Request DNA: unit number/property, issue type (maintenance, billing, lease, general), urgency (routine vs urgent)
- Route requests to the appropriate internal queue (maintenance, leasing, admin)
- Send confirmation messages so tenants know their request was received
What it intentionally does NOT include: Automated maintenance dispatch or vendor scheduling. Real-time property management software (PMS) sync. Rent processing, payment handling, or legal notices. The Foundation Package stops missed requests and restores basic responsiveness — it is the on-ramp, not full operations automation.
Capability Expansion Path
HQ Pro applies niche-aware logic designed specifically for residential and mixed-use property operations. Includes Issue-Type Branching: emergency maintenance vs routine, lease questions vs billing vs move-out requests.
Prevents urgent issues from being buried in general inboxes.
Operator HQ represents the Full Portfolio Sync. The Core Stack operate as one system. For property managers, this typically includes:
Data HQ recognizes repeat maintenance patterns. Ops HQ tracks open vs resolved request volume. The system begins managing flow, not just messages.
Custom Operator is the 'Multi-Property Command Center' — built for large portfolios, multi-city property managers, or mixed residential + commercial operations.
This includes vendor coordination workflows, property-level reporting dashboards, and private RAG over SOPs, house rules, and maintenance standards. This is not a template — it is built around the portfolio.
Every tier reduces the Operational Noise Layer — higher tiers add issue classification, coordination, and ultimately full-portfolio control.
Outcomes (Modeled / Typical)
Practices deploying Operator may experience:
Outcomes vary by deployment level and configuration.
Pricing Notes
Packages cap scope, not capability.
Operator does not dispatch vendors, process rent payments, issue legal notices, or make decisions requiring property manager judgment. Capabilities depend on deployment, configuration, and existing systems.
Examples only. Capabilities vary by scope, data quality, and integrations. Not legal, medical, or financial advice.
Ready to Deploy?
See how OperatorHQ can work for your specific needs.