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Welcome to your ultimate answering service solution at Holly Receptionist! As you explore our dedicated NARPM member page, we invite you to discover the unparalleled benefits that come with partnering with Holly. Handling many of the PM call scenarios; leasing calls, applicant inquiries, new management leads, tenant/resident concerns, owner/client communications, general customer service, vendor interactions, HOA inquiries, to real estate discussions, we stand ready to elevate your business game
Our commitment to providing professional and responsive customer service goes beyond the ordinary. We understand the diverse range of individuals who call property management companies, including applicants, tenants, owners, and vendors. Our team is very knowledgeable with the unique needs and inquiries of each stakeholder, ensuring that every caller receives not only timely but also highly personalized and helpful information.
In essence, our enhanced customer service is characterized by a deep understanding of the diverse individuals who interact with property management companies. We strive to create positive and informed interactions for applicants, tenants, owners, and vendors alike, fostering a harmonious and efficient property management experience. If you have specific details or aspects you'd like to emphasize further, feel free to let us know.
At Holly Receptionist, collaboration is at the heart of our approach to property management. On this page, we proudly showcase images of fellow vendors widely used and trusted in the industry. We understand the importance of a comprehensive network of services, and we want our clients to know that we are not only familiar with but also actively collaborate with these esteemed companies. Many of our clients leverage the expertise of these and other industry vendors in tandem with our services, creating a comprehensive and efficient property management solution.
Our unique position as providers of virtual receptionist services allows us to come in contact with a diverse array of vendors for various reasons, in some cases being the first contact for most callers. Whether it's assisting with maintenance requests, handling inquiries about services, or troubleshooting, our team at Holly Receptionist is trained on many of our fellow NARPM vendors' services. This knowledge empowers us to communicate effectively with calls related to these vendors, ensuring smooth interactions and quick issue resolution.
While certain services from specialized companies may overlap, we recognize that this overlap can be beneficial for everyone involved. We firmly believe in the abundance of work available for each service provider, and our focus is not on attempting to be all things to all people. In fact, it's normal for all of us to send referrals to each other. At Holly Receptionist, we wholeheartedly embrace a collaborative mindset, appreciating the diverse expertise within the industry. Explore our cooperative ecosystem and uncover the strength of unified property management excellence.
Here are a few real examples:
At Holly Receptionist, we deeply value our longstanding relationship with the NARPM family. Having been dedicated members for nearly eight years, and we understand the significance of this community. As a token of our appreciation, we are thrilled to extend an exclusive 5% discount on our packages to all NARPM members. This discount is our way of saying 'Thank You' for your continued support and partnership. We look forward to continuing to serve and collaborate with the NARPM community for many more years to come!
Our commitment to providing professional and responsive customer service goes beyond the ordinary. We understand the diverse range of individuals who call property management companies, including applicants, tenants, owners, and vendors.
Our services can scale with the needs of property management companies, handling a high volume of calls efficiently, especially during peak times like leasing periods.
We specialize in efficiently managing leasing calls, providing basic property information, and addressing inquiries about showings, applications, and follow-ups.
Outsourcing answering services can be cost-effective for property management companies, allowing them to focus resources on core business activities while ensuring a high level of customer service.
By handling routine inquiries and administrative tasks, property management companies can reduce the workload on their in-house staff, allowing them to focus on more complex and strategic aspects of their operations.
Our systems, including weekly overage billing, contribute to transparency in financial transactions, allowing property management companies to have a clear understanding of costs.
We have a specialized focus on property management answering services. With years of dedicated experience, we've honed our expertise to cater specifically to the unique needs of property management companies. Our team understands the intricacies of the industry, making us intimately familiar with the diverse individuals who reach out—applicants, tenants, owners, and vendors alike.
Our extensive experience allows us to go above and beyond the ordinary, providing not just timely but highly personalized and helpful information tailored to the distinctive requirements of each stakeholder. Whether it's navigating the leasing process for applicants, addressing tenant concerns, handling owner inquiries, or coordinating with vendors, our seasoned team ensures that every caller experiences a level of service that reflects our deep understanding of property management dynamics.
Choosing us means opting for specialized professionals who have spent years refining their skills in property management answering services. We are not just a customer service team; we are your dedicated partners in delivering exceptional and industry-specific assistance. Your callers receive the benefit of our collective knowledge and proficiency, resulting in a friendly, informative, and positive experience, each and every time they reach out.
Holly Receptionist is equipped to offer information to callers; property inquiry information, application fees, qualification requirements, approval requirements, application fees. Basic company information, is there a drop box, fax number, office hours, ect. The focus is on delivering accurate and helpful information to enhance the caller's experience and satisfaction.
In this process, Holly Receptionist collects essential details from the caller. This could include information about the purpose of the call, the caller's contact details, specifics about a maintenance request, or any other relevant information. The goal is to ensure that accurate and comprehensive data is gathered to assist the client in addressing the caller's needs efficiently.
Based on your protocols this can be a warm transfer or blind transfer. When a caller's inquiry requires the expertise of a specific department or individual within your organization, Holly Receptionist facilitates a seamless transfer. Transferring calls efficiently contributes to a more streamlined communication process for the client.
In situations where the caller needs to schedule a property tour, a new lead sales appointment or any other appointment, Holly Receptionist is skilled in booking appointments.
In handling inbound maintenance calls, our approach is versatile and tailored to the specific call handling procedures and instructions of our clients. Depending on their preferences, we can process these calls in a multitude of ways. Our services encompass taking detailed messages for follow-up, providing clear instructions on how to submit a maintenance request, offering basic troubleshooting assistance to address immediate concerns, or efficiently entering maintenance requests directly into the client's portal. It's important to note that while we excel as the front line in managing these inquiries, we do not offer maintenance coordination services. Our primary focus is to serve as the initial point of contact, ensuring that each maintenance requests are quickly directed according to our client's established procedures, contributing to a streamlined and efficient property management process.
NEW MAINTENANCE REQUESTS
MAINTENANCE FOLLOW-UP REQUESTS
Our goal is to integrate with our client's operations, ensuring that each maintenance request is addressed promptly and in accordance with their established procedures, contributing to a streamlined and efficient property management process.
At Holly Receptionist, we understand that not all business stop when the sun sets. While our virtual receptionist services are available during regular business hours, you have options for after-hours needs. For our clients with after-hours answering requirements, there are two flexible and convenient options:
Scheduled Un-forwarding:
Choose dynamic continuity by un forwarding your calls after our regular business hours. Which you can set calls up to be automatically diverted to another designated phone number of your choice. This ensures that your clients can connect with the right person or team even when our virtual receptionists are off duty. It's a simple and effective way to extend your accessibility beyond our standard operating hours.
Voicemail Services:
For a more structured approach to after-hours communication, we provide the option to direct calls to a personalized voicemail. This gives your callers the opportunity to leave detailed messages, ensuring that no important information is lost. Our voicemail service is tailored to your specifications, creating a seamless extension of your business's professional image even when your office is closed.
These options empower you to maintain a responsive and client-focused approach, whether it's connecting callers to the right person or capturing valuable information through voicemail. At Holly Receptionist, we believe in providing solutions that adapt to your business needs, ensuring that even after regular business hours, your clients experience the same level of reliability and professionalism they've come to expect.
No, we do not offer maintenance coordination services. Our primary role is to serve as the front line in handling inbound maintenance calls, tailoring our approach to the specific call handling procedures and instructions of our clients. We excel at managing these inquiries by taking detailed messages, providing instructions on submitting maintenance requests, offering basic troubleshooting assistance, and entering requests into the client's portal. However, if needed, we can transfer calls to your outsourced coordination provider, ensuring a comprehensive and efficient resolution for all maintenance-related matters. Our focus is on efficiently directing maintenance requests according to our client's established procedures, contributing to a streamlined and efficient property management process.
Absolutely! Holly is adept at handling calls for businesses with multiple office locations. With our virtual receptionist services, we can efficiently manage inquiries, route calls to the appropriate offices, and provide information as needed. Whether callers are seeking general information, trying to connect with a specific office, or have location-specific inquiries, Holly is well-equipped to ensure a warm and professional experience for your callers across all your office locations.
Holly understands the urgency of vendor calls can vary based on whether they are onsite or not. When vendors are onsite, time is often of the essence, and a swift response is crucial. In these cases, we follow a priority protocol, attempting to connect with someone on the preset call list provided by our property management clients. This ensures that urgent matters are addressed promptly, contributing to the efficiency of on-site operations.
At Holly we believe in empowering property managers through transparent call tracking. Our robust system ensures that property owners have access to the insights necessary for strategic, informed decision-making. With the convenience of direct email delivery, our reports are sent to your inbox, allowing you to stay on top of your property's call volume without any surprises. Beyond mere numbers, our reports provide actionable data, unlocking the potential for you to refine and optimize your property management strategies. Never be caught off guard by unexpected call volumes – our reports enable you to proactively check and monitor call volumes, giving you the foresight needed to manage your property efficiently.
At Holly Receptionist, we're not just providing reports; we're empowering you to make decisions that can improve the efficiency in your company.
Your journey with us is designed to be pain free and efficient. Here's a quick guide on the steps ahead:
Complete Your Purchase:
Finalize your purchase by selecting the plan that aligns with your business needs.
Account Information for Starter Package:
Provide essential account details as you embark on our Starter Package, setting the foundation for your tailored virtual receptionist services.
Account Activation:
Swiftly activate your account with the details provided. Access your personalized client portal to kickstart the onboarding process.
Two-Week Calibration Period:
Experience the Message Express 100 during our two-week calibration period. This allows us to gauge call volume, observe service performance, and ensure everything meets your expectations.
Review and Expansion:
At the end of the calibration period, review the detailed report. Decide if you'd like to expand services, add call groups, account users, or explore additional add-on services.
Choose Your Package:
Select the package that suits your business requirements. Decide if you prefer a month-to-month arrangement or commit to a 1-year contract with a 15% discount.
Sit Back Enjoy:
With everything in place, sit back, and enjoy the benefits of Holly Receptionist. Experience enhanced customer interactions, efficient call management, and the flexibility to focus on growing your business.
We're here to assist at every step. If you have any questions or need guidance, our team is ready to help. Welcome to the Holly Receptionist family – where your business communication gets the attention it deserves!
We understand the importance of providing clear and helpful information, especially during after-hours and emergencies. With our voicemail services, we can customize your voicemail to list out specific emergency or after-hours phone numbers. This ensures that callers who reach the voicemail receive immediate access to the necessary contact information for urgent situations. It's a tailored and proactive approach to address critical needs, demonstrating your commitment to responsiveness and client support even when your office is closed. If you have specific instructions or details you'd like to include in the customized voicemail, feel free to let us know, and we'll ensure it aligns perfectly with your business requirements.
Here is an example of what some clients use:
“Hello, and thank you for reaching out to ABC Property Management.
Our office is currently closed, but we value your call. If you have an urgent matter or require immediate assistance, please note the following options:
If you are experiencing a maintenance emergency, such as a burst pipe or electrical issue, please contact our emergency maintenance line at 855.555.5656.
If you are interested in renting a property or require leasing assistance, kindly visit our website at abcpropertymanagment.com for available listings and submit a contact form. Our team will reach out to you promptly during regular business hours.
For general inquiries or if you need to leave a detailed message, please remain on the line, and your call will be directed to our voicemail. Be sure to leave your name, contact number, and a detailed message, and we will get back to you as soon as possible.
Thank you for your understanding. We appreciate your interest in ABC Property Management, and we look forward to assisting you during our regular business hours. Have a great day.”
Our streamlined onboarding process ensures that you can be up and running within hours. The Starter 2-week calibration period, starting with the message express 100, is designed to efficiently calibrate your account and provide you with a quick, yet thorough, understanding of our services.
During this period, as we handle your calls, you have the flexibility to gauge the effectiveness of our message express service. No add-ons are allowed during the initial calibration, allowing us to focus on providing you with a detailed report on service performance and observations.
This swift and efficient process means that you can make informed decisions about expanding services, adding call groups, account users, and incorporating additional services. Importantly, the flexibility to choose your package and commitment terms comes at the end of this calibration period.
Our commitment is to get you up and running smoothly and swiftly, ensuring that you experience the benefits of Holly Receptionist within a short timeframe. If you have specific needs or questions during this process, our team is ready to assist you every step of the way.
Absolutely! With Holly Receptionist at your service, you can say goodbye to missed calls and hello to seamless connectivity!
Wondering if Holly can handle those calls you'd typically miss? You bet! Whether you're engrossed in another call or tied up with important tasks, Holly and her team have got it covered. Our receptionists are on standby to catch every call you can't get to. They're not just answering machines; they're your personal communication superheroes!
Here's the scoop: We'll not only answer those calls but also make sure you get the details pronto. Missed calls turn into detailed messages sent straight to your inbox via email or SMS. It's like having a virtual assistant who never takes a break!
At Holly Receptionist, we believe that every call matters, no matter the circumstances. Imagine the surprise when clients realize how many opportunities were slipping through the cracks before Holly stepped in. It's not just about answering calls; it's about giving you that competitive edge with stellar communication that makes you shine!
What sets us apart? Holly Receptionist brings together top-notch receptionists in the USA with cutting-edge technology. It's a powerhouse combo that makes your customers feel not just heard but valued and important. Our extensive experience in professional answering services allows us to deliver high-quality solutions with a touch of innovation, utilizing the latest tech to keep you ahead in the game. Let Holly Receptionist elevate your communication game and set you apart from the competition!
Considerations Before Hiring Holly Receptionist:
While we strive to provide exceptional virtual receptionist services, it's crucial to ensure a good fit for your specific needs. Realistic Expectations; We believe in being realistic about the expectations of our services. While we strive for excellence, it's essential to understand the scope and nature of our offerings. Clear communication on both sides ensures a transparent and successful partnership. It might not be the ideal solution if:
Micromanagement of Calls:
If your business requires an extensive level of micromanagement for each call, our service, while efficient, may not align with this level of detailed oversight.
Replacing In-House Staff:
Holly Receptionist specializes in answering phone calls and related functions. If your expectation is to replace an in-house staff member with a broader scope of responsibilities, our service might not fully meet those needs.
24-Hour Coverage:
While we offer substantial coverage, if your business demands 24-hour service, Holly Receptionist may not be the best fit, as we focus on providing efficient service during standard business hours.
Immediate Call Answering:
If your requirement is for every call to be answered instantly, it's important to note that our system operates with a call queue. However, our statistics show that 90% of calls are answered within 3 rings, and 95% of calls in the queue wait less than 60 seconds.
Billing Procedures:
If our billing procedures are not aligned with your preferences, it's crucial to consider this aspect before engaging our services. Clear communication and understanding of our billing process are vital for a smooth and mutually beneficial collaboration.
Additionally, it's worth mentioning that Holly Receptionist is a small local business. Our size allows us to provide more personalized attention to our clients, prioritizing quality of service over quantity. I firmly believe in fostering a Win, Win situation on both sides. This focus on a personal touch and commitment to quality sets us apart in delivering tailored solutions to meet your unique business needs. Ensuring a good fit is essential to the success of our collaboration. If your needs align with our specialized offerings, Holly Receptionist can be a valuable asset to your business.
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