The Highest Quality Telephone Answering Service in the United States

Centratel

Telephone Answering Service

property mangement telephone answering service

Property Management Emergencies Addressed with a Telephone Answering Service

December 19, 2023
Property Management
By Centratel

How a Telephone Answering Service Can Help in Addressing Property Management Emergencies

Emergencies in the property management industry are inevitable. They can occur at any hour of the day or night, and require immediate attention. This is where our Property Management Answering Service comes into play. At Centratel, we understand the critical nature of these situations and the necessity for a swift, accurate response. Our telephone answering service operates 24/7, ensuring that no call goes unanswered, no matter the hour. Be it a maintenance emergency, a lockout situation, or a simple inquiry, our team is always ready to take a message and relay it to you or your team instantly. 

Our commitment to human interaction guarantees that your tenants receive the best possible service, akin to your front office staff. We pride ourselves on our low error rate, ensuring that all information relayed is accurate and reliable. This commitment to excellence has made us a trusted partner for companies in the property management field all around the United States, helping them maintain their property value, manage their property portfolio, and ensure tenant satisfaction.

The Necessity of Immediate Response in Property Management

In the realm of property management, the necessity of immediate response cannot be overstated. The unpredictable nature of this industry, with its myriad of potential emergencies, demands a reliable partner capable of handling calls swiftly and accurately. Whether it’s a burst pipe, power outage, security breach, or natural disaster, every second counts in mitigating damage and ensuring tenant safety. A dedicated telephone answering service, available 24/7, becomes an essential extension of your property management team. It not only provides peace of mind to property owners and tenants alike but also ensures that critical information is relayed promptly and efficiently to the right personnel. This immediate response capability is not just about handling emergencies; it’s about preserving the integrity of the properties under management, maintaining high standards of living for tenants, and safeguarding the reputation of the property management company. In essence, such a service transforms the challenge of emergency responsiveness into an opportunity for demonstrating exceptional management and customer care.

A delayed response can escalate a minor issue into a major problem, affecting tenant satisfaction and potentially impacting the property value. With our commitment to speed, accuracy, and human engagement, we ensure that your tenants receive prompt and accurate responses, maintaining the integrity of your property investment. Our Property Management Answering Service is not just a service, but a strategic partner in managing your property portfolio, ensuring that your business runs smoothly, even in the face of unexpected challenges.

The Nature of After-Hours Emergencies

When the clock strikes the end of regular business hours, the challenges in the property management industry do not simply clock out. From urgent repair requests to security concerns, the after-hours period can bring a range of unforeseen issues. A reliable telephone answering service steps in here, providing a crucial link between tenants and the property manager, ensuring that all emergencies are addressed promptly and efficiently, regardless of the time.

After-hours emergencies are an inherent part of this sector, often catching property managers off guard and testing their ability to respond promptly and effectively. The unpredictable nature of these emergencies, ranging from urgent maintenance issues to tenant lockouts, demands a steadfast solution that operates beyond the conventional nine-to-five schedule. This is where our telephone answering service steps in, providing a reliable, round-the-clock response to these unforeseen situations. We understand that these emergencies are not just issues to be resolved, but critical touchpoints in the tenant experience that can significantly impact your property value and reputation. 

Crisis Management in Property Management

As a property manager, you are well aware that crisis management is an integral part of your role. Unexpected situations can arise at any moment, and the way these are handled can significantly impact your business’s reputation and tenant satisfaction. This is where our Property Management Answering Service shines. Our telephone answering service is designed to manage these crises efficiently and effectively.

We provide a swift and professional response to emergencies, ensuring that your tenants’ concerns are addressed immediately, regardless of the hour. From major incidents like fire outbreaks or flooding to urgent maintenance issues, our trained operators are equipped to assess the situation and escalate it to the appropriate response teams or emergency services.

We understand that during a crisis, clear and prompt communication is key to maintaining trust and minimizing disruption. Our service ensures that property owners, tenants, and personnel are on the same page, facilitating a coordinated response.

In essence, our Property Management Answering Service is more than just a crisis hotline; it’s a comprehensive solution that supports you in safeguarding your properties, maintaining tenant confidence, and upholding the high standards of your property management business. By partnering with us, you ensure that every crisis is handled with the utmost professionalism and efficiency, reinforcing your commitment to exceptional property management.

Maintaining Human Engagement in Call Handling

At Centratel, we understand the importance of maintaining human engagement in call handling, especially in the property management sector. Our Property Management Answering Service is designed to provide a human touch to every call, ensuring that your tenants feel heard and valued. We don’t just relay urgent messages; we engage in meaningful conversations, addressing the concerns of your tenants with empathy and professionalism. Whether it’s a malfunctioning HVAC system or a burst pipe, our team is trained to handle property management emergencies with the urgency they demand. We don’t just answer calls; we build relationships, enhancing tenant satisfaction and contributing to the overall value of your property portfolio. Our commitment to human engagement sets us apart in the industry, providing a personalized touch to our services that AI or automated systems simply cannot replicate. This commitment to genuine human interaction is a cornerstone of our service, ensuring that every call is handled with the utmost care and attention.

The Downsides of Traditional Voicemails and AI in Addressing Property Management Emergencies

Traditional voicemails and AI systems, while seemingly convenient, often fall short in addressing the unique challenges of property management emergencies. The impersonal nature of these systems can leave tenants feeling unheard and frustrated, exacerbating the urgency of the situation. Furthermore, the risk of miscommunication or missed messages is significantly higher, potentially leading to costly delays in emergency response. Unlike these systems, Centratel’s telephone answering service ensures that every call is handled by a trained professional, capable of providing immediate, accurate, and empathetic responses. Our low error rate, a testament to our commitment to quality, ensures that every emergency is addressed promptly and accurately. In the high-stakes world of property management, where every second counts, the value of a reliable, human-centric answering service cannot be overstated.

The Impact of Choosing the Right Telephone Answering Service

Choosing the right telephone answering service can have a profound impact on your property management business. It’s not just about handling calls; it’s about ensuring that every tenant interaction is handled with utmost professionalism and accuracy. At Centratel, we offer a Property Management Answering Service that acts as an extension of your front office staff, addressing emergencies and inquiries with the same urgency and precision.

Our low error rate and human engagement set us apart, providing a seamless experience for your tenants and customers. With our flexible message delivery options and online access to message history, we ensure transparency and convenience. Our 30-day free trial and no long-term contracts offer a risk-free solution to manage your calls round the clock. We understand the unique challenges of the property management industry and are committed to helping you navigate them with ease. Get a Free Quote today and experience the difference of a top-notch telephone answering service.

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A Telephone Answering Service Representative taking calls at Centratel

Centratel is an elite national telephone answering service headquartered in Bend, Oregon. Across the United States, Centratel’s Property Management Answering Service assists hundreds of property management operations handle overflow calls, screen after-hours inquiries, capture leads, and forward calls. Whether you’re managing rental homes, renting out apartments, managing an HOA or operating a senior living facility, an elite-quality property management answering service such as Centratel is the ideal solution. Call us today. Your first 30 days are free.

Taking the Next Step

For more specifics on cost, to start the onboarding process, or if you have questions, fill out this form with your basic information and if it’s during regular working hours (M-F 8am to 8pm EST or 5am to 5pm PST), we’ll get back to you within minutes. Or, during the above hours, you can simply call us at 800-664-7159 or send us an email to inquiry@centratel.com.

(And note: for a quick orientation on how we operate, take a moment to review one or more of the key points listed below.)

For more specifics on cost, to start the onboarding process, or to just talk to us, fill out this form with your basic information and if it’s during regular working hours (M-F 8am to 8pm EST or 5am to 5pm PST), we’ll get back to you within minutes. Or, during the above hours, you can simply call us at 800-664-7159 or send us an email to inquiry@centratel.com.

(And note: for a quick orientation on how we operate, take a moment to review one or more of the key points listed on the right.)

 
Terms of Service

Why Choose Centratel

BY SAM CARPENTER
December 1, 2024

1.CENTRATEL’S UNIQUE 30-DAY FREE TRIAL

Why is this important? Because it will provide you a truly accurate estimate of cost (we bill monthly), it will demonstrate our quality, and it gives both sides of this equation—you and Centratel—the necessary time to refine and perfect operational details.

Here’s a testimonial from a new medical client that had just finished their 30-day trial: “Of course, I love the cost as it is close to the amount I was allowed by the president of the company. I told him that if we did not continue with Centratel, I would resign as the Director of Customer Service, and I meant it. It’s a great fit. We have had NOT ONE complaint from a patient or in-house which, as you know, we received daily with our former answering service. I love you, Centratel, and the price. I’m ready to sign whatever documents you require. Thanks for the great service, and the free month! To a great partnership! -KB, Phoenix“

2.STATISTICALLY, THE BEST IN THE U.S.?

Answering service quality is 100% dependent on human action and reaction, and in the course of a single day a multitude of human decisions are made by the people who process the calls: Telephone Service Representatives, or TSRs. (Some answering services refer to them as “agents.” Others, “operators.”)

Like any other answering service, at Centratel we’re dealing with real live human beings and so human errors occur. But within this labor intensive service industry that is historically known for marginal quality, Centratel’s error rate is light years ahead of established standards. Our most recent Customer Reported Error Rate (July through September, 2024) was 1 customer-reported error for every 6,077 message transactions processed. That statistic is unmatched.

There’s no artificial intelligence manipulation, we do not offshore calls, and we were founded and have always operated within the United States. (Note that since early 2020, the COVID six-foot social distancing mandate drove thousands of small-to-medium sized answering services out of business. Large, foreign-owned multi-nationals, often disguised by the name of the local answering services they acquired, now thoroughly dominate the industry. Hence, an even further decline in general service quality. See this analysis.)

3.CUSTOMER SERVICE EXTRAORDINAIRE

Your concerns and requests will be instantly acted upon. It’s a work ethic that stands out in stark contrast from the general quality decline in human-to-human business-customer communications. You’ve seen it yourself, all around. At Centratel you will know the customer service people you’re working with by name, appreciating their special listening abilities as well as their take-action-now comportments i.e. see the testimonial in point #1 above. ‘Nuff said!

4.GETTING STARTED: IT’S SIMPLE AND FAST

Getting your new Centratel answering service 30-day free trial started is accomplished within 24-48 hours. From the start, your “onboarding” customer service representative will be with you every step of the way, listening carefully to your concerns, answering questions, and offering suggestions.

5.NEW TO USING AN ANSWERING SERVICE?

A majority of our current answering service accounts switched to us from another service because of quality problems. However, if you have not used a service before, you are not familiar with the options, benefits, and pitfalls. As noted, our 30-day free trial provides you—and us—plenty of time to precisely refine your desired message-taking and delivery protocols; to get things exactly the way you want them to be without any financial risk, undue pressure, or obligation. 

6.PRICING

Starting at $89 per month, our rates rank in the mid-range of the industry. For call processing, we charge by the “transaction unit” rather than the duration of time spent handling calls. Large “mega-services” operating in the U.S. prefer time billing because it ensures the company is compensated for lower-paid/high-turnover — and thus slower — agents. No matter the quality or how long they keep your callers on hold, they still make a profit. And yes, it can get expensive.

In any answering service, it takes a long time for a new agent to become fast, efficient, and stable. At Centratel, we pamper and reward experienced agents (via higher pay and great benefits) and therefore have extremely low staff turnover. Needless to say, experienced agents make fewer errors than trainees who learn on-the-job.

7.ACCURATELY COMPARING ANSWERING SERVICE PRICING IS COMPLICATED

It’s apples and oranges. There isn’t an industry standard for billing, and each answering service has its own formula. Also, as noted above, some services charge by agent “time” while others charge by “work units.” Some others combine the two. At Centratel, we charge for the work we do, not by the time we spend. The raw truth is that the only reliable way to determine monthly cost for a new service is to use that service for a solid month. Most answering services offer a 7-day free trial or no trial at all.

8.BEWARE: MONTHLY OR 28-DAY BILLING?

Important! At Centratel, we use a “monthly” billing cycle in which invoices are compiled from the first day of a month to the last day of that month. When soliciting quotes from other services, be sure to ask if the base-rate charges are billed monthly or on a “28-day billing cycle.” There is no good reason for a 28-day billing cycle! It’s bait-and-switch: customers billed on a 28-day cycle actually receive thirteen billings per year and therefore the overall cost is higher.

9.NO CONTRACT AND SIMPLE TERMS OF SERVICE

We do not require a yearly contract for service because we believe you should have the opportunity to evaluate us real-time, without restraint. Our terms of service are simple and straight-forward.

10.VALUABLE FREE GIFT FOR CONTACTING US

If you take the time to discuss answering service with us, on the same day we will ship you a hardcover copy of Sam Carpenter’s bestselling book, Work The System: The Simple Mechanics of Making More and Working Less, now in its 5th edition. We’ll send you a copy just for contacting us. (Sam is the founder and President of Centratel. December 1st 2024 marks his fortieth year of ownership.)