Operations Systems
Property Operations System for a Commercial Office Tower
An AI property operations system for a commercial office tower in Southeast Asia. Two WhatsApp lines, operations and leasing, run on one AI core that connects maintenance, leases, tenants and finance.
- 2
- WhatsApp lines, one core
- 7
- Connected operations modules
- <10%
- Work sent to top model
The problem
Maintenance requests, leasing enquiries and tenant payments arrived through separate chats, inboxes and spreadsheets. Lease terms sat in PDFs, so renewals and service charges were tracked by hand. Departments held their own records and reconciled them manually.
What we built
- Two WhatsApp lines, operations and leasing, running on one shared AI core.
- Maintenance tickets created from WhatsApp, classed as preventive or urgent, with vendor escalation.
- Lease abstraction: the agent pulls terms and key dates, a person verifies each one.
- Floor-by-floor tower view coloured by rent, occupancy or lease end.
- Renewals and service charges driven by lease clauses; invoices, bank and ledger reconciled.
- Routine work on a fast low-cost model; under 10% routed to the top model.
Systems built
Maintenance Ticketing
Tickets opened from WhatsApp, split preventive or urgent, escalated to the right vendor.
Lease Abstraction
The agent pulls terms and key dates from each lease. A person verifies before it is saved.
Tower View
Floor-by-floor view of the building, coloured by rent, occupancy or lease end.
Renewals and Service Charges
Renewal dates and service charges calculated from the clauses in each lease.
Tenant Records
One record per tenant with lease, contacts, tickets and on-time payment percentage.
Three-Way Reconciliation
Invoices, bank lines and the ledger matched, with unmatched items listed for review.
Meeting Actions
Meeting notes turned into owned actions across sales, clients, operations and finance.
Results
- 2 WhatsApp lines handled by one AI core.
- 7 operations modules on one set of tenant and lease records.
- Under 10% of AI work routed to the most expensive model.
- Each tenant record shows on-time payment percentage.