Portfolio Ops Setup

What the Organization asks for before its AI team starts work.

The portfolio

Seven units across two towns. Five houses, two flats in the same block.

How it is run now

Me, a folder of PDFs and my memory. One property still has an agent, the rest do not.

What you want

One place that knows every date so I stop waking up at 3am wondering about certificates

What changed recently

We took five properties off the agent in June to save the fees

Current problem

Flat 5 at Alma Court has been empty since August and I keep not dealing with it

Budget

Happy with the setup now. Will decide about the monthly desk after.

What I do not want

To be sold full management. That is the fee I just stopped paying.

Timeframe

Now

Attached by the buyer.

• Seven tenancy agreements (PDF)
• Certificate folder, mixed dates (ZIP, 23 files)
• Maintenance invoices, 18 months (PDF)
• My notes on each property (DOCX)

1. Landlord supplies property data, recurring obligations, service contacts and approved communication rules.
2. Calendar agent tracks property-specific dates.
3. Maintenance agent logs issues and follows ownership through completion.
4. Admin agent prepares routine tenant and vendor communications.
5. Portfolio agent produces recurring operational review without replacing legal, tax or regulated property advice.

• Open maintenance items
• Upcoming property dates
• Vendor actions
• Tenant admin items
• Recurring costs supplied by owner
• Properties requiring attention
• Unresolved issues
• Next-period priorities