AI Receptionist for Property Management.
Give resident calls, leasing inquiries, and owner messages a clear next step. Aria follows your property instructions while your team handles the decisions.
Resident maintenance inquiry
Caller: I’m in unit 8 and need to report a dripping kitchen faucet.
Aria: Which property is that, and what number should the manager use to contact you?
A maintenance request with the property and unit for the manager to review.
Illustrative conversation · No audio playback
Property details help staff act on the message
Start with the properties your office actually manages. A street address or building name distinguishes similar properties, and the unit identifies where a resident’s request belongs. For owner and vendor calls, ask which property or current job they mean and whom they need to reach.
Give Aria your contact instructions for caller-reported urgent concerns and test them before forwarding resident calls. Your team assesses the request and arranges any repair. Message capture does not create a maintenance ticket or dispatch a vendor.
NARPM’s member standards address resident repair requests and protection of confidential information. For your call setup, identify the property and message recipient while leaving record access and maintenance decisions with your management team.
NARPM’s Code of Ethics and Standards of Professionalism
One number, several kinds of caller
A resident reporting a leaking fixture needs a maintenance contact. A prospect asking about a viewing needs leasing information. Sending both through the same questions wastes time.
A message that names the building but omits the unit leaves the manager with another question to ask before arranging follow-up.
Owners and vendors may call the same number as residents. Their questions about statements or current work need the responsible person, not an application script.
Give your team the details behind each call
Identify the property and the reason for calling
Give Aria your managed-property names and instructions. It can ask which property and unit the caller means, whether they are a resident or prospective renter, and how the team can reach them.
Separate maintenance requests from leasing inquiries
For maintenance, collect the resident’s description for your team to assess. For leasing, share the property information you supply and take a viewing inquiry. The caller gets a next step suited to their request.
Make owner and vendor messages easier to follow up
Ask whom the caller needs and which property or job they are calling about. Aria can take a message or try a transfer to an available configured staff contact, giving your office a focused request to follow up on.
Resident, leasing, owner, and vendor call paths
Answer a prospective renter’s question using the property details your team has supplied.
Collect a resident’s property, unit, callback details, and description of a maintenance concern.
Take an owner’s request to speak with the manager about a statement or property.
Follow your configured staff-contact instructions for an appropriate transfer.
Two calls that need different follow-up
A maintenance call during a showing
A resident reports a dripping kitchen fixture while the manager is showing another unit. Aria can ask for the property, unit, and callback details, then follow the office’s message process. The manager reviews the request and arranges any work.
A vendor asks about an existing job
A contractor calls about work at a managed property. Aria can establish the property and whom they need, then take the question or try a configured transfer. The manager handles work approvals and any sharing of resident records through the office’s approved process.
Questions property managers ask
Can Aria open a maintenance ticket in our property software?
Aria can collect an inquiry and provide the call records enabled in your account. Creating a maintenance ticket in another system requires a verified connection. Check your specific property software and ticketing workflow with us before relying on it.
Can it confirm that a rental is still available?
Aria can share the property information you supply. When a caller needs current availability or viewing arrangements confirmed, use a leasing callback. Supplied property details do not establish a live listing feed.
Who decides whether a repair is urgent?
Your staff or designated professional does. Configure the words and contact process Aria should use for urgent concerns; test the process before use. A phone transfer does not guarantee someone answers.
Can it answer rent-balance or application-status questions?
Use a message for the responsible team member. A caller’s name or property address is not identity verification, and Aria does not gain access to tenancy records just because it takes the call.