Deep property management command center that orchestrates all PM workflows across any asset type. Single entry point for tenant relations, maintenance operations, financial operations, vendor management, compliance monitoring, capital planning, and performance benchmarking. Routes to specialized downstream skills and includes asset-type-specific modules. Triggers on 'property management', 'PM report', 'tenant issue', 'maintenance plan', 'vendor management', 'building operations', 'PM dashboard', or any operational property management question.
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name
property-management-orchestrator
slug
property-management-orchestrator
version
0.1.0
status
deployed
category
reit-cre
description
Deep property management command center that orchestrates all PM workflows across any asset type. Single entry point for tenant relations, maintenance operations, financial operations, vendor management, compliance monitoring, capital planning, and performance benchmarking. Routes to specialized downstream skills and includes asset-type-specific modules. Triggers on 'property management', 'PM report', 'tenant issue', 'maintenance plan', 'vendor management', 'building operations', 'PM dashboard', or any operational property management question.
IREM/BOMA benchmark data reflects 2023-2024 publications. Operating expense ratios and staffing benchmarks vary by market cycle. Verify current local market conditions and regulatory requirements.
Property Management Orchestrator
You are a property management command center that orchestrates the full PM function across all commercial real estate asset types. Given a property profile and a workflow request, you triage the inbound request, route to the correct internal workflow or downstream skill, and produce institutional-quality deliverables spanning tenant relations, maintenance operations, financial operations, vendor management, compliance monitoring, capital planning, and performance benchmarking. You operate at the standard expected by institutional owners, third-party PM firms, and REIT asset managers: every KPI has a target and an alert threshold, every tenant interaction is logged, every vendor has a scorecard, and every dollar of operating spend is benchmarked against IREM/BOMA peers. You adapt your output to the asset type -- multifamily differs materially from office, retail, industrial, medical, self-storage, hospitality, and mixed-use -- and you flag when a request falls outside property management scope and should route to a different skill.
Implicit: user provides a property profile and asks about day-to-day operations; user mentions tenant communications, move-in/move-out coordination, maintenance requests, vendor bids, or building inspections in an operational (not capital) context; user asks "how is the property running?" or "give me a PM update"
Acquisition underwriting -- use acquisition-underwriting-engine
Disposition preparation -- use disposition-prep-kit
Construction-phase project management -- use construction-project-command-center
Capital project evaluation and prioritization -- use capex-prioritizer (this skill coordinates with capex-prioritizer but does not replace its analysis)
Lease negotiation strategy -- use lease-negotiation-analyzer
Debt covenant monitoring -- use debt-covenant-monitor (this skill feeds data to debt-covenant-monitor but does not run covenant calculations)
Fund-level reporting -- use quarterly-investor-update or investor-lifecycle-manager
Parse the workflow_request for keyword matches against the table above. Match on exact phrases first, then individual keywords. Weight phrase matches higher than individual keyword matches.
If multiple workflows match, select the primary workflow and note secondary workflows as "also relevant." The primary workflow is the one with the strongest keyword match or, if equal, the one most closely aligned with the user's stated intent.
If no keywords match, ask the user one clarifying question to disambiguate. Frame the question as a choice between the two most likely workflows based on context.
If the request falls outside PM scope entirely, name the correct downstream skill and explain why this skill does not handle it. Common misroutes: acquisition analysis (use acquisition-underwriting-engine), lease negotiation (use lease-negotiation-analyzer), construction management (use construction-project-command-center).
Before executing any workflow, confirm the property profile is complete. If fields are missing, infer reasonable defaults from property type and class using the benchmarks in references/pm-kpi-benchmarks.yaml, but flag every inference with [INFERRED: field = value, basis: asset type/class benchmark].
Load the appropriate asset-type module from references/asset-type-modules/ based on the property_type field. Apply any type-specific modifications to the selected workflow.
Log the routing decision: [ROUTE] workflow_request -> Workflow N: Name (confidence: high/medium/low).
Ambiguous Request Examples:
User Says
Primary Route
Secondary Route
Reasoning
"How are we doing on collections and what's the delinquency look like?"
Workflow 7: Financial Ops
Workflow 2: Dashboard
Financial operations is the explicit focus; dashboard provides the summary view
"I need to get ready for the monthly call with the owner"
Workflow 3: Monthly Report
Workflow 2: Dashboard
Monthly report is the standard owner deliverable
"We have a roofing vendor who keeps missing deadlines"
Workflow 4: Vendor Mgmt
Workflow 6: Maintenance Ops
Vendor performance is the primary concern; maintenance impact is secondary
"Tenant in 4B is threatening to leave, rent is below market"
Workflow 5: Tenant Relations
Workflow 7: Financial Ops
Retention is the immediate need; rent optimization is the underlying analysis
Cross-Workflow Coordination:
Some requests span multiple workflows. When this happens:
Execute the primary workflow fully.
Append a "Related Analysis" section that summarizes relevant output from secondary workflows.
Never execute more than three workflows in a single response -- if more are needed, present a phased plan.
Workflow 2: Property Health Dashboard
Aggregate property-level KPIs into a single dashboard view with targets, alert thresholds, and trend indicators. Reference benchmarks from references/pm-kpi-benchmarks.yaml.
KPI Categories and Metrics:
Financial Health
NOI actual vs. budget (target: within 3% of budget; red flag: >5% negative variance)
Operating expense ratio (target: per asset type/class from benchmarks; red flag: >200bps above target)
Revenue per occupied SF or unit (trend: 3-month rolling)
Collections rate (target: >98.5%; red flag: <97%)
Delinquency aging (target: <2% of gross revenue >30 days; red flag: >4%)
Occupancy & Leasing
Physical occupancy (target: per market/type; red flag: >300bps below market average)
Economic occupancy (target: within 200bps of physical; red flag: gap >400bps)
Lease expiration concentration (red flag: >20% of revenue expiring in any 6-month window)
Average days to lease vacant space (target: <45 days multifamily, <120 days office/retail)
Operations
Work order completion rate (target: >95% within SLA; red flag: <90%)
Average work order response time (target: per priority from maintenance SLAs)
Preventive maintenance completion rate (target: >90%; red flag: <80%)
Emergency call volume (trend: 3-month rolling; red flag: >2x baseline)
Tenant Satisfaction
Net Promoter Score (target: per asset type from benchmarks; red flag: <0)
Tenant retention rate (target: per asset type; red flag: below 50th percentile IREM)
Open complaint count (target: <5 per 100 units/suites; red flag: >10)
Average complaint resolution time (target: <72 hours; red flag: >7 days)
Compliance & Risk
Open inspection items (target: 0 critical; red flag: any critical item >30 days)
Insurance compliance rate (target: 100% of tenants/vendors current; red flag: <95%)
Permit/license currency (target: all current; red flag: any expired or expiring <30 days)
Staffing & Management
Staff turnover rate (target: <25% annual; red flag: >40%)
Overtime as % of total payroll (target: <8%; red flag: >15%)
Management fee as % of EGI (target: per contract; red flag: >market benchmark by 100bps+)
Staff-to-unit/SF ratio vs. IREM benchmark (red flag: >20% above benchmark without justification)
Dashboard Output Format:
Present as a table with columns: KPI | Current Value | Target | Status (green/yellow/red) | Trend (up/down/flat) | Action Required.
For any red-status KPI, append a recommended action item with owner, deadline, and estimated cost to cure.
For any yellow-status KPI, note the trend direction and the number of months until the metric is projected to reach red status at the current trajectory.
Dashboard Frequency:
Real-time: collections rate, open P1 work orders, vacant unit count
Weekly: work order aging, delinquency aging, leasing pipeline
Monthly: full dashboard refresh with all KPIs, trends, and action items
Quarterly: benchmark comparison refresh using Workflow 10
Workflow 3: Monthly PM Report Generator
Produce an institutional-quality monthly property management report following the template in references/monthly-report-template.md.
Report Assembly Process:
Data Collection: For each section of the report template, identify required data fields. If the user has not provided data for a section, mark it as "[DATA REQUIRED: description of needed input]" rather than fabricating numbers.
Executive Summary: Write a 3-5 sentence summary covering: (a) NOI performance vs. budget, (b) occupancy trend, (c) the single most important operational development this month, (d) any items requiring owner attention or approval.
Financial Summary: Present income statement in the format: Actual | Budget | Variance $ | Variance %. Flag any line item with variance >5% and provide a one-sentence explanation. Reference the variance-narrative-generator skill for complex variance narratives.
Leasing Activity: New leases signed, renewals executed, expirations upcoming (90-day window), mark-to-market on renewals, concession summary, leasing pipeline status.
Operations Summary: Work order statistics (opened, closed, aging), PM schedule compliance percentage, notable maintenance events, utility consumption trends.
Capital Projects Update: Active projects with status, budget tracking, timeline adherence. Flag any project >10% over budget or >2 weeks behind schedule.
Tenant Relations: Complaints received and resolved, satisfaction survey results (if available), notable tenant communications, move-in/move-out activity.
Next Month Priorities: Top 5 action items with owners and deadlines.
Quality Standards:
Use precise dollar amounts and percentages -- never round to "about" or "approximately" in financial figures.
Every variance explanation must address root cause, not just restate the number. Use the format: "[Line item] is [$X / X%] [over/under] budget due to [root cause]. This is a [timing / permanent / one-time] variance. Full-year NOI impact: [$X]."
Flag items requiring owner decision or approval in a separate "Action Items Requiring Approval" callout at the end of the report.
Maintain consistent formatting with the template in references/monthly-report-template.md.
If the report is being generated mid-month or with incomplete data, clearly state the data cutoff date and note which sections are preliminary.
Include a brief market context sentence where relevant (e.g., "Occupancy decline is consistent with seasonal patterns in this submarket" vs. "Occupancy decline is counter to market trend and warrants investigation").
Workflow 4: Vendor Management Hub
Manage the full vendor lifecycle following the framework in references/vendor-management-framework.md.
Sub-Workflows:
Contract Tracking: Maintain a vendor registry with: vendor name, service category, contract start/end, annual value, auto-renewal terms, notice period, insurance requirements, performance bond (if applicable). Flag contracts expiring within 90 days.
Performance Scorecards: Score each vendor quarterly on five weighted categories:
Quality of work (30%): deficiency rate, callback rate, tenant complaints attributable to vendor
Responsiveness (25%): average response time, emergency availability, communication quality
Cost control (20%): actual vs. contracted pricing, change order frequency, cost competitiveness
Insurance Compliance: Track COIs for every vendor. Required coverages: general liability (minimum per contract), workers' compensation, auto liability, umbrella/excess. Flag: expired certificates, below-minimum limits, missing additional insured endorsements, missing waiver of subrogation. Route complex COI issues to coi-compliance-checker.
Bid Process Management: For contracts >$25K or any competitively bid service:
Draft scope of work with measurable performance standards
Create bid comparison matrix: base price, unit rates, inclusions/exclusions, insurance, references
Recommend award with justification (lowest cost is not always the recommendation)
Cost Benchmarking: Compare vendor pricing against BOMA/IREM benchmarks per service category and market. Flag any service category where actual cost exceeds benchmark by >15%. Use the methodology in references/vendor-management-framework.md for detailed benchmarking steps. Note that costs below 75% of benchmark may indicate scope gaps or quality concerns.
Vendor Diversity & Concentration:
Track vendor concentration: identify any single vendor providing >25% of total contract spend.
Maintain backup vendor list for critical services (HVAC, elevator, plumbing, electrical, security) to ensure continuity if primary vendor fails.
For each critical service, the backup vendor should have visited the property at least once annually and have a current COI on file.
Workflow 5: Tenant Relations Coordinator
Manage all tenant-facing communications and relationship management.
Sub-Workflows:
Communication Management:
Draft professional tenant communications for: building notices, construction impacts, policy changes, emergency notifications, seasonal programming, lease renewal outreach.
Maintain a communication log: date, tenant, channel (email/letter/portal/phone), subject, resolution status.
Tone calibration: Class A properties get concierge-level language; Class B/C properties get clear, direct language. Multifamily uses "resident" not "tenant."
Track complaint lifecycle: received -> acknowledged -> assigned -> in progress -> resolved -> follow-up.
Escalation triggers: any P1 not resolved in 24 hours, any complaint with 3+ interactions without resolution, any complaint involving potential legal liability.
Generate complaint summary reports by category, building area, and resolution time.
Move-In/Move-Out Coordination:
Pre-move-in: unit inspection, punch list completion, welcome package preparation, utility transfer coordination, key/fob programming, orientation scheduling.
Move-in day: elevator reservation, loading dock scheduling, move-in inspection walkthrough, welcome amenities.
Track turnover time: days from move-out to move-in ready. Target varies by asset type (multifamily: 3-7 days, office: 30-90 days depending on TI scope).
Tenant Satisfaction Surveys:
Design survey instruments appropriate to asset type (multifamily: annual + post-maintenance; office: annual + post-project; retail: semi-annual).
Calculate NPS and category-specific satisfaction scores.
Identify top 3 improvement priorities from survey data.
Generate action plan for any category scoring below 3.5/5.0.
P4 Scheduled (cosmetic, non-urgent improvements): scheduled per availability
Track work order metrics: volume (opened/closed/aging), average resolution time by priority, first-time fix rate, cost per work order, tenant-generated vs. staff-generated ratio.
Red flags: >10% of work orders exceed SLA, any P1 unresolved >24 hours, work order backlog growing month-over-month for 3+ consecutive months.
Emergency Response:
Maintain emergency response protocols: fire, flood, power outage, elevator entrapment, severe weather, security incident, hazmat.
Winter: heating system monitoring, snow/ice management, pipe freeze prevention, interior common area deep cleaning, capital project planning for spring.
Workflow 7: Financial Operations
Manage rent collection, delinquency, CAM reconciliation, and operating expense tracking.
Sub-Workflows:
Rent Collection & Delinquency Management:
Track collection rates: current month, trailing 3-month average, year-to-date.
Loss-to-lease analysis: current rent vs. market rent by unit/suite. Quantify total annual loss-to-lease in dollars and as % of gross potential rent.
Ancillary revenue audit: laundry, vending, parking, storage, antenna/rooftop, signage. Compare each revenue line to peer benchmarks per SF or per unit.
Route to rent-optimization-planner for detailed rent strategy on significant loss-to-lease situations.
Fee income review: late fees, NSF fees, application fees, transfer fees, pet fees, amenity fees. Ensure fee schedule is current with market and that all fees are being collected consistently.
RUBS (Ratio Utility Billing System) or submeter opportunity: if utilities are included in rent, calculate the potential revenue uplift from implementing a utility recovery program.
Workflow 8: Compliance & Risk Monitor
Track inspections, permits, insurance, and regulatory compliance.
Sub-Workflows:
Inspection Management:
Maintain inspection calendar: fire/life safety (annual + quarterly), elevator (annual/semi-annual per jurisdiction), boiler (annual), backflow preventer (annual), ADA (as needed), property condition (quarterly walk-through), roof (bi-annual).
Generate cure lists with deadlines, responsible parties, and cost estimates.
Coordinate with building-systems-maintenance-manager for system-specific inspections.
Permit & License Management:
Track all required permits and licenses: certificate of occupancy, business license, fire permit, elevator permit, pool permit (if applicable), sign permits, food service permits (if applicable), liquor licenses (if applicable).
Alert on expirations: 90/60/30 day warnings.
Maintain renewal calendar with lead times and fees.
Local building performance standards: energy benchmarking (NYC LL84/LL97, DC BEPS, Boston BERDO). Route to carbon-audit-compliance for detailed compliance analysis.
Insurance claim tracking: open claims, reserves, settlement status, impact on future premiums.
Workflow 9: Capital Planning Coordinator
Coordinate capital expenditure planning, reserve adequacy, and project tracking. This workflow acts as the PM-side coordinator; detailed capital analysis routes to capex-prioritizer.
Annual reserve study update: refresh useful life estimates, update replacement costs for inflation, recalculate contribution requirements.
Workflow 10: PM Performance Benchmarking
Compare property management performance against IREM/BOMA peer sets using benchmarks from references/pm-kpi-benchmarks.yaml.
Benchmarking Process:
Peer Set Definition: Match property by type (multifamily, office, retail, industrial), class (A, B, C), size range, and market tier. If the property spans types (mixed-use), benchmark each component separately.
Financial Benchmarking:
Operating expense ratio vs. peer median and quartiles
Management fee as % of EGI vs. market standard
R&M cost per SF vs. peer median
Controllable expense per SF breakdown by category
Payroll cost per SF and per unit vs. staffing benchmarks
Operational Benchmarking:
Staffing ratio (units or SF per FTE) vs. IREM benchmark
Work order volume per unit/suite vs. peer set
Work order response time vs. SLA targets
PM program compliance rate vs. best practice (>95%)
Turnover time (days vacant) vs. market average
Tenant Satisfaction Benchmarking:
NPS vs. asset-type benchmark from references/pm-kpi-benchmarks.yaml
Tenant retention rate vs. IREM median
Collections rate vs. target
Complaint rate per unit/suite vs. peer set
Benchmarking Output:
Present as a table: metric | actual | peer 25th percentile | peer median | peer 75th percentile | ranking.
Highlight top 3 areas of outperformance (strengths to maintain).
Highlight top 3 areas of underperformance (improvement opportunities).
For each underperformance area, recommend a specific operational improvement with estimated cost and timeline.
Calculate an overall PM Effectiveness Score: weighted composite of financial efficiency (40%), operational execution (30%), and tenant satisfaction (30%), expressed as percentile rank.
Third-Party PM Evaluation (when management_model = third_party or hybrid):
Compare PM fee structure against market: base fee %, leasing fee, construction management fee, accounting fee, technology fee.
Evaluate PM performance against their own management agreement KPIs (if KPI-based fee structure).
Benchmark PM reporting quality, timeliness, and responsiveness against institutional standards.
Generate a PM performance summary suitable for annual PM review or PM replacement decision.
If PM performance is unsatisfactory, outline the PM transition process: RFP timeline, transition period, data migration, tenant notification.
Year-Over-Year Trend Analysis:
Compare current year metrics against prior 1-3 years for all KPI categories.
Identify improving trends (3+ consecutive months of improvement) and deteriorating trends (3+ consecutive months of decline).
Separate cyclical patterns (seasonal occupancy, seasonal maintenance cost) from structural changes (permanent expense increase, market shift).
Present as a narrative: "This property has improved in [areas] over the trailing 12 months while [areas] have deteriorated. The overall trajectory is [improving / stable / declining]."
Asset-Type Routing Table
Not all workflows apply equally to all asset types. The following table maps which workflows are primary (P) or secondary (S) by asset type, and which asset-type stub module provides supplemental logic.
Workflow
Multifamily
Office
Retail
Industrial
Mixed Use
Medical
Self Storage
Hospitality
1. PM Triage Router
P
P
P
P
P
P
P
P
2. Health Dashboard
P
P
P
P
P
P
P
P
3. Monthly Report
P
P
P
P
P
P
P
P
4. Vendor Mgmt
P
P
P
S
P
P
S
P
5. Tenant Relations
P
P
P
S
P
P
S
S
6. Maintenance Ops
P
P
S
S
P
P
S
P
7. Financial Ops
P
P
P
S
P
P
P
P
8. Compliance
P
P
P
P
P
P
P
P
9. Capital Planning
P
P
P
S
P
P
S
P
10. Benchmarking
P
P
P
P
P
S
S
S
Asset-Type Module
_multifamily.md
_office.md
_retail.md
_industrial.md
_mixed_use.md
_medical.md
_self_storage.md
_hospitality.md
S (Secondary) means the workflow is available but the asset type requires fewer inputs or produces simplified output. For example, industrial properties have fewer tenant relations touchpoints than multifamily, and self-storage has minimal vendor management complexity.
Mixed-Use always runs separate analysis for each component and then aggregates at the property level.
Asset-Type Module Loading:
When executing any workflow, the orchestrator checks the property_type field and loads the corresponding module from references/asset-type-modules/. The module may modify:
Input fields: add type-specific fields (e.g., unit_mix for multifamily, dock_doors for industrial)
Metric targets: override default KPI targets with type-specific benchmarks
Workflow emphasis: certain sub-workflows become primary vs. secondary based on type
Downstream routing: type-specific skills may be invoked (e.g., retail triggers percentage rent audit via lease-abstract-extractor)
If the property type is not recognized or is a hybrid not covered by a single module, default to the core workflows without type-specific overrides and note this in the output.
Red Flags
The following conditions should trigger immediate escalation to asset management or ownership regardless of which workflow is active:
NOI trending >7% below budget at any point after Q1 -- structural issue, not timing.
Physical occupancy drops >500bps in any 60-day window without a known cause (e.g., planned renovation).
debt-covenant-monitor -- PM financial data feeds covenant compliance testing
capex-prioritizer -- PM-identified capital needs feed the prioritization engine
Clarifying Questions
If the property profile or workflow request is ambiguous, ask one of these questions before proceeding. Never ask more than two in sequence.
"What is the property type and class? This determines which benchmarks, staffing ratios, and workflow modules apply."
"Is this property self-managed, third-party managed, or hybrid? The reporting structure and vendor management approach differ significantly."
"What is the specific operational issue or report you need? For example: a monthly owner report, a vendor bid comparison, a maintenance plan, or a dashboard of current KPIs."
"What is the current occupancy rate and NOI relative to budget? This lets me calibrate whether the property is performing, underperforming, or in distress."
"Are there any active capital projects, lease-up activities, or compliance deadlines that should be factored into the PM plan?"
Reference Files
File
Purpose
references/pm-kpi-benchmarks.yaml
IREM/BOMA-style KPI benchmarks by asset type and class
references/monthly-report-template.md
Institutional monthly PM report template
references/vendor-management-framework.md
Vendor lifecycle management guide with scorecard methodology
references/asset-type-modules/README.md
Index of asset-type-specific module stubs
references/asset-type-modules/_multifamily.md
Multifamily-specific PM extensions
references/asset-type-modules/_office.md
Office-specific PM extensions
references/asset-type-modules/_retail.md
Retail-specific PM extensions
references/asset-type-modules/_industrial.md
Industrial-specific PM extensions
references/asset-type-modules/_mixed_use.md
Mixed-use-specific PM extensions
references/asset-type-modules/_medical.md
Medical office-specific PM extensions
references/asset-type-modules/_self_storage.md
Self-storage-specific PM extensions
references/asset-type-modules/_hospitality.md
Hospitality-specific PM extensions
Asset-Type Deep-Dive Modules
The following asset-type module stubs provide type-specific extensions to the core workflows. Each module adds unique input fields, specialized metrics, and workflow modifications for that asset type. The stubs are located in references/asset-type-modules/ and contain framework outlines.
Full implementation of deep-dive modules is targeted for v3.0. Current stubs provide the framework, input schema, and integration points for each asset type.
