AI assistant

The AI assistant for managing agents

A manager might be looking after sixty blocks at once, and the same afternoon can bring in a leak in a stairwell, a lift stuck between floors and a question about the date of the AGM. The assistant takes each report, asks for the block and a photo, and groups the ones describing the same incident. By evening the manager finds a sorted list, not ten separate entries for one leak.

One sentence is enough. Nothing is sent, nothing is kept.

The agent

Example

Today, 9:41 AM

The client : Hi, there's water coming down the stairwell wall at 14 Elm Court, it's been going on since this morning.
The agent : Hello. Could you tell me which floor it's coming from, and send a photo if you can? I'll check whether another report has already come in for this block.
The client : It's between the second and third floor, I'll send a photo now.
The agent : Thanks, that's been added to a report another resident sent in this morning for the same leak. Your managing agent has been notified and will keep you updated.

A message thread, not an app to learn.

Text it. Call it. Email it.
The answer lands in the same thread.

By text
A resident reports a leak or a breakdown by text, with a photo if needed. The assistant asks for the block and floor if they're missing, and attaches the message to a report already open rather than starting a new one.
By phone
When the office line is busy, the assistant takes the call, asks the same questions out loud and leaves a written summary. The manager finds the call filed under the right block, not a note scribbled on a pad.
By email
Requests for a document, such as minutes, the lease or the AGM date, often arrive by email. The assistant checks whether it's already been circulated and replies with the link, without waiting for the manager to open their inbox.

Three channels already in use, no new login.

The challenges

What you cannot answer right away

The difficulties we encounter most often — and where AI delivers a quick win.

"We can never get hold of you"

It's the complaint managing agents hear most often: the phone rings, no one picks up, and the leaseholder hangs up wondering if their message went anywhere. Calling back takes time a manager covering dozens of blocks doesn't always have.

One leak, ten separate reports

A leak in a stairwell gets reported by every resident who spots it, each one convinced they're the first to raise it. The manager ends up with ten messages about one problem, and loses time working out they're all the same leak before doing anything about it.

Organisational questions wait behind the urgent ones

The AGM date that's already set, the minutes already circulated, the name of the contractor due on site: the answer exists somewhere in writing, but it queues behind every other call.

How AI can help

Concrete use cases

What we actually put in place, under human supervision and in full respect of your data.

Grouping reports of the same incident

When several residents report the same leak or lift breakdown, the assistant links them to a single case instead of opening ten. The manager sees one incident, not a stack of identical messages.

Repeating what's already been done

If the manager has noted that a lift is being repaired or a contractor is booked for Thursday, the assistant tells every resident who chases the same issue. No one waits for an answer that already exists.

Answering on organisation already settled

The date of an AGM already convened, a link to a document already circulated, the contact details of a contractor already instructed: the assistant gives these from what the company has already told it, and improvises on nothing else.

Why a managing agent seems impossible to reach

A manager rarely covers fewer than thirty blocks, and a leak that starts on a Monday morning can set the phone ringing eight times before lunch, each caller from the same landing convinced they're the first to flag it. Answering each one means telling the same story eight times, while the real emergency, a stuck lift two blocks over, waits in the queue.

A company running fifty or a hundred blocks can't give each one its own line. That's where an assistant earns its place: it takes the report, spots that another has already come in for the same block, and links the two instead of opening another file.

What the assistant doesn't do

It doesn't decide on any repair work and doesn't interpret the lease or the block's rules. Judging whether a repair is urgent, whether a cost falls to the service charge, or how a clause applies to a specific case needs knowledge of the block and its accounts, not a single message read in isolation.

It doesn't answer on the amount of a leaseholder's service charge either, or on a dispute between neighbours. Those answers commit the company or touch on the law: the assistant passes the request to the manager, who decides with the file in front of them.

Frequently asked questions

Can the assistant decide to go ahead with repair works?

No. It logs the report and passes it on; deciding whether to commission a repair, appoint a contractor or wait for the next meeting stays with the manager, and sometimes the leaseholders as a group.

Can it explain a service charge to me?

No. A service charge depends on the apportionment agreed at a meeting and the block's accounts: only the manager can explain it flat by flat, and the assistant passes the question on.

Can it settle a disagreement between neighbours?

No. A dispute over noise, a parking space or a fence doesn't get settled by an automated message: the assistant notes who raised it and hands it over.

How long does it take to set up?

Allow two to three weeks: one to bring in your list of blocks and your emergency procedures, one to tune it to how you phrase things, then a period where you check every exchange before handing it the reins.

And for your own business?

We start from your real requests, not from a template: two weeks are enough to know what an agent takes on and what it leaves to you.

See the NexeAI offer

Other businesses

Got an AI project in mind?

Let's discuss your challenges in a first conversation, free and with no commitment. Together we identify the use cases with the strongest impact for your organisation.

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