A Day in the Life of a Property Genius: Behind the Scenes of Managing Your Investments

Managing property isn’t just about putting a “For Let” sign up and waiting for tenants. A typical day in the life of a Property Genius involves staying on top of every detail — from rent collection to maintenance coordination and viewings — all while ensuring that landlords receive their payments on time, tenants’ needs are met, and properties remain in top condition. Here’s a look behind the scenes at how we manage it all.

7:00 AM: Rent Reviews and Payments

The day starts early with a financial review. First up is ensuring that rents received are allocated to the correct accounts, ready for prompt payment to landlords. We also process any contractor invoices, ensuring all work carried out is paid for and logged, so there’s never any delay or disruption to essential maintenance.

This morning routine helps us stay organized and gives landlords peace of mind, knowing that their payments are processed as quickly as possible, with full transparency on costs.

9:30 AM: Morning Briefing and Team Sync-Up

By 9:30 AM, it’s time for a team meeting to ensure everyone is aligned. We review:

• Current property listings: Are they getting the expected interest? Which listings need further attention or a fresh marketing push?
• New leads and offers: We assess any fresh leads that have come through overnight and review any offers received on properties.
• Emails and notifications: Everyone checks their inbox, allocating tasks to the appropriate manager or team member for follow-up.

With everything prioritised, we map out the day’s to-dos, tackling sticking listings, handling lead enquiries, and ensuring no opportunity is missed.

10:00 AM: Maintenance Management and Job Updates

The first major task of the day is handling property maintenance. We follow up on ongoing maintenance jobs, ensuring we receive updates or feedback from contractors, and close out works orders as they’re completed. We prioritise urgent repairs and make sure tenants are kept informed of timelines, making the process as smooth as possible.

At the same time, we’re continuously responding to inbox enquiries, prioritising urgent matters like new offers or viewing requests, and following up with prospective tenants. Thanks to our automated lead system, any enquiry that comes in receives an immediate response, ensuring no one slips through the cracks.

Midday: Enquiries and Dynamic To-Do Lists

By midday, most tenant and landlord enquiries have been handled, allowing us to shift focus to our dynamically generated to-do list. This task list is constantly updated based on the priorities of the day, including:

• Processing rental offers and checking references.
• Handling ID checks and organising tenancy check-ins.
• Scheduling inspections and managing check-outs.
• Returning deposits and following up on rent arrears.

The goal is to get through the list efficiently, aiming for what we call “inbox zero” by the end of the day, where all tasks are completed or acknowledged, and all emails have been responded to.

Phone Systems and Call Management

Throughout the day, the phone is constantly ringing — with calls routed to the appropriate manager no matter where we are. Thanks to our VOIP system, we can take calls anywhere, as long as we have an internet connection. Whether one of us is out at a property, working remotely, or based in the office, every call is logged and either dealt with or flagged for follow-up later in the day.

If a call isn’t answered immediately, the system assigns it to our to-do list, so no inquiry is missed. Clients can also schedule a call-back directly through links in our emails, which sync with our calendars to offer available time slots, making it easy to stay connected.

Afternoon: Tenant Applications and Property Viewings

In the afternoon, it’s often time to process tenancy applications. Our online application system ensures consistency across the board, giving us all the necessary details right from the start. This means the process of vetting new tenants — from ID checks to credit reports — is smooth and efficient.

At the same time, we’re organising and conducting property viewings. These are prearranged and often take place back-to-back. During viewings, we highlight key features of each property and record feedback in real-time so that the property manager can track interest and adjust strategies if needed.

Alongside viewings, we’re also conducting check-ins and check-outs, documenting the condition of the property before and after a tenancy. This is essential for both inventory tracking and ensuring any potential disputes over deposits are settled fairly and quickly. Using detailed condition reports, we provide landlords and tenants with a clear record of the property’s state, helping us manage smooth transitions between occupancies.

Late Afternoon: Inspections and Ongoing Property Management

As the day winds down, we often head out for periodic inspections of properties. These inspections allow us to identify any issues that need attention before they escalate into bigger problems — like minor repairs or tenant-requested adjustments. This proactive approach ensures properties stay in top shape and tenants remain happy.

During inspections, we log notes and photos into our system, ensuring the entire team and the landlord have access to real-time updates. This ensures that any necessary follow-up action, such as booking maintenance, is handled promptly.

Keeping Things Moving After Hours

Even though the office may close, our systems keep working 24/7. With automated responses to lead enquiries, prospective tenants receive essential details about a property, including floorplans, photos, and even virtual tours, ensuring no momentum is lost while we’re out of the office. This constant engagement means we wake up to new leads in the system, ready to be actioned.

Our VR tours allow potential tenants to explore properties online in detail, saving time on in-person viewings while giving them a comprehensive understanding of the space. This not only helps attract serious enquiries but also streamlines the viewing process for everyone involved.

The Property Genius Difference: No Two Days the Same

The role of a Property Genius is dynamic, responsive, and ever-evolving. No two days are the same — whether it’s coordinating maintenance, managing viewings, processing applications, or handling urgent tenant issues. Our blend of technology and hands-on expertise ensures that both landlords and tenants receive the highest level of service.

By the end of the day, we strive for to-do list zero and inbox zero — ensuring that every task has been completed or logged, and all enquiries have been addressed. It’s this dedication to detail that sets us apart, ensuring properties are well-maintained, tenants are happy, and landlords have peace of mind.