Scaling a Property Management Company with a 5-Person Seamless Team

Scaling a Property Management Company

with a 5-Person Seamless Team

“Our Seamless team operates like clockwork. They’ve become such an integral part of our business that most tenants assume they’re sitting in our office.”

The client

Our client is a growing London-based property management company overseeing a portfolio of over 800 residential units across multiple boroughs. With a lean local team focused on strategy and client relationships, they needed reliable operational support to handle growing admin, tenant communications, and compliance work, without significantly increasing office overhead.

The challenge

The business was hitting operational limits. The local team was overwhelmed with inbound queries, maintenance coordination, arrears chasing, and reporting obligations. Core tasks were being delayed, and internal staff were increasingly bogged down in reactive admin, impacting both service levels and growth capacity.

How Seamless helped

Over 6 months, we built and embedded a five-person remote property management team into their operation. Each Seamless remote property manager was trained on their systems, processes, and communication style, functioning as a true extension of their local team.

Tenant & occupancy management

Central tenant support desk: Two team members handle all tenant emails, maintenance requests, and phone calls, triaging issues, logging tickets in Fixflo, and escalating only where needed.

Repairs & maintenance coordination: One remote property manager focuses solely on coordinating repairs, liaising with contractors, tracking job status, and ensuring SLAs are met.

Compliance & admin: Another team member manages gas safety checks, EICRs, HMO licenses, and insurance renewals, ensuring nothing slips through the cracks.

Arrears & payment support: The fifth Seamless team member tracks rent payments, sends arrears notices, and prepares weekly rent roll summaries for internal review.

Impact

Improved response times: 90% of tenant queries are now responded to within 24 hours.
Reduced overhead: The client scaled headcount without adding physical office space or employee costs.
Better oversight: Compliance deadlines are met consistently, and portfolio-level reporting is faster and more accurate.
Strategic focus: The UK team is no longer stuck in the weeds and can focus on business development and landlord relationships.