Property Management

Paris Property Manager — Tenant Requests & Maintenance, Streamlined

Client confidentiality. Published with the client’s permission and privacy requirements. We don’t publish brand names, and non-essential identifiers may be generalized. The outcomes and workflow described are real and were reviewed with the client before publication. Additional evidence is available under NDA.

Executive summary

A multi-building real-estate property management company in Paris modernized tenant communications and maintenance coordination with Cogniforce AI Workspace and a role-based Tenant & Maintenance Colleague. In the first 90 days, the firm saw ~55% less manual admin, ~30% faster time-to-repair for non-emergency issues, and ~25% fewer inbound emails/calls thanks to proactive, on-brand updates. Teams stayed in control; the Colleague handles routine work and escalates anything sensitive or urgent.

Where they started

The portfolio spanned classic Haussmann buildings and newer residences across Paris. Tenants wrote in about leaks, lift faults, keys, noise, heating schedules, and insurance certificates. Property managers bounced between mailboxes, a ticketing tool, PDFs from vendors, and spreadsheets with SLAs. Updates were slow, details got lost, and the same questions arrived again and again. Leadership asked for one thing: fewer back-and-forths, faster resolutions, and a clear audit trail.

Why Cogniforce

AI Workspace became the central, governed library for the firm’s knowledge: building dossiers (DTG), vendor contracts and rates, house rules (règlement de copropriété), insurance steps, heating calendars, AG minutes, and FAQ copy in French and English. On top of that, the Tenant & Maintenance Colleague worked inside strict rules—triaging new requests, gathering photos and required details, matching the right vendor, proposing appointments, and sending status updates in the firm’s voice. Everything runs in the EU with role-based access, redaction of personal data from training, and immutable logs.

What we implemented

Week one organized knowledge and connected email, the ticketing system, and the vendor roster. Week two introduced the Colleague as a co-pilot so managers could approve every draft and tune tone. By week three, routine cases moved to guided automation: water leaks (non-emergency), door issues, boiler resets, lift stoppages already under maintenance contract, document requests (quittance de loyer, attestation d’assurance), and move-in/move-out checklists.

Two light tools made outsized impact. Vendor Matcher ranked vendors by building, contract, availability, and past SLA performance. Quote Normalizer read PDFs, aligned line items to the agreed price list, and flagged out-of-policy charges before approval. Managers still made the decisions— they just had cleaner options, faster.

Day-to-day after launch

When a tenant reports “water under the sink,” the Colleague collects the essentials (photos, shut-off access, preferred time windows), checks the building contract, and proposes two plumbers with expected costs and first available slots. A manager clicks to confirm, and the tenant receives a friendly confirmation in French (or English if detected). During the repair, the system nudges the vendor for photos and completion notes; the ticket updates automatically, and accounting receives a clean, matched invoice.

For documents, tenants request a quittance through the portal; the Colleague verifies payment status and generates a branded PDF in seconds. Annual heating schedules and lift maintenance windows are posted once to the building “noticeboard” and reused in replies, so managers don’t retype the same details.

Measurement approach

Before go-live, the firm measured six weeks of baseline: time spent per case type, average time-to-repair (TTR) by severity, and weekly inbound volume. After launch, the same metrics came from system logs and time samples. Quality reviews checked tone, policy adherence, and whether vendors attached proofs. Any wording tweaked twice was promoted into the Workspace so everyone benefited.

Results after 90 days

Manual admin dropped ~55% for in-scope work—intake, scheduling, document generation, and routine updates. Non-emergency TTR improved ~30% because requests arrived complete, vendors were matched faster, and appointments were proposed in the first reply. Inbound volume fell ~25% as the Colleague sent proactive status pings (“parts ordered,” “visit booked,” “completed—see photo”). Disputed invoices decreased by ~18% thanks to the Quote Normalizer and photo proofs attached to each ticket.

See how this maps to your stack
15-minute walkthrough of the exact playbooks, guardrails, and Colleagues—tailored to your tools and policies.

Book a tailored demo →

The AI Colleague that saved the most time

Tenant & Maintenance Colleague is a patient coordinator. It never forgets to ask for the meter number, never loses a photo, and never misquotes a policy. It drafts clear messages, schedules visits within contract limits, groups similar issues by building, and escalates anything risky (gas smell, major leak, electrical faults) with the right emergency script. Managers stay in the loop with one-click approvals and can take over any time.

Governance & data protection

Access is least-privilege by role (property manager, accounting, vendor). Personal data is minimized and redacted from model training; everything runs in EU data centres. Each action—message sent, vendor dispatched, quote normalized—has a timestamped, immutable log. This made monthly board and insurer audits simpler: the story of every ticket is visible end-to-end.

What changed for tenants, owners, and staff

Tenants get faster, clearer answers and don’t have to chase for updates. Co-owners see better SLA performance and fewer surprises on common-area costs. Staff spend their time solving problems instead of stitching together emails, photos, and PDFs. The office feels calmer; managers finish days with clean queues instead of late-night follow-ups.

Lessons we’ll keep

Start with the five most common issues and codify the perfect intake for each. Keep vendor rules in the Workspace, not in someone’s head. Review Quote Normalizer flags weekly with accounting—small policy tweaks remove repeat frictions. And keep a human gate on emergencies and any work outside contract.

What’s next

The firm is piloting an AG Pack Builder that assembles convocation letters, agenda, budget lines, and last year’s actions into a clean deck for each building. A Seasonal Heating Assistant will also publish automatic start/stop notices and handle common winter questions (“radiator cold in bedroom”).

If you manage buildings and want fewer back-and-forths, faster repairs, and a clean audit trail, book a tailored demo. We’ll show you the exact playbooks behind these results and adapt them to your portfolio.

Book a tailored demo →