Key takeaways
- The on-site manager requests. The regional manager or head office approves.
- Maintenance leads write the specification, so they decide which product gets asked for.
- Doors under management is not in contact data. Use company size as a rough stand-in.
Step by step
- Pick the portfolio type. Multifamily apartment management, single family rental management, commercial and retail, and homeowner association management are four markets. A community association manager and a regional manager at an apartment operator have almost nothing in common as buyers.
- Describe the people in one sentence. Regional managers at property management companies in Arizona, for example. BuzzAI matches meaning against real titles, which helps in an industry that uses community manager, portfolio manager and property manager for overlapping jobs.
- Use the right titles. Owner, president, director of property management, regional manager, portfolio manager, community manager, community association manager, director of maintenance and facilities director.
- Work out who approves. On-site staff raise the need. Regional managers and head office sign anything that runs across the portfolio. For a product that goes into the buildings, the maintenance or facilities lead usually writes the specification everyone else then agrees to.
- Set the company size. Small local managers are 1 to 19 and the owner decides. From 20 to 199 there are regional layers. Above that there is a procurement process and a preferred vendor list you have to get onto first.
- Save, reveal and reach out. Save the list, reveal the people you will contact, and export to your CRM. Buzzlist writes the four-email sequence for each person and you send it from your own tool.
| Filter | What to use |
|---|---|
| Titles | Owner, Director of Property Management, Regional Manager, Community Manager |
| Company words | property management, community association, realty management |
| Size | 1 to 19 local, 20 to 199 regional |
| Exclude | sales brokerages and individual landlords |
What to know
The number that matters in this industry is doors under management, and it is almost never in a contact record. Contact data carries employee counts, not unit counts. Company size is a rough stand-in, because a firm running several thousand units needs staff to do it, but treat that as an estimate and confirm it on the call rather than sorting your list as though it were exact.
A real estate agent and a property manager are different buyers with different money. The agent earns on a transaction and buys marketing, signage and lead generation. The manager earns a monthly fee on a portfolio and buys anything that reduces maintenance calls, turnover and time on site. Some firms do both under one name, so read the description before you assume.
Community association management is its own trade, with its own licensing in some states. Managers there answer to a volunteer board, which means a vendor decision can take a full board meeting cycle. Build that into your follow-up timing instead of reading the delay as a no.
