07/22/2025 - Profit-First Project Management: Playbook for Flips, Rentals & Rehab Wins

On this Property Management Call, Chad Klamen shared how his family-run business manages 200 doors in-house with a lean team and tight systems. The discussion explored occupancy strategies, tenant screening, collections, marketing, and the role of AI in scaling operations—all while emphasizing the value of human interaction and cost efficiency.

This open forum featured property managers sharing strategies and systems. Chad Klamen, who owns and manages 200 doors in-house, led the discussion, offering insights into property types, acquisitions, team structure, occupancy, unit turns, marketing, collections, and tech tools.

Chad’s properties are mostly Class B assets across areas like New City and St. Charles. His team includes a full-time maintenance and leasing coordinator. They maintain 90% occupancy, target 14-day issue resolution, and aim for 42-day unit turns (currently averaging 46). Properties are marketed post-vacancy, using guided showings with pre-screened tenants. The screening process includes a questionnaire and driver’s license photo before issuing a lockbox code.

Collections follow a strict cadence on days 3, 5, 7, 10, 13, and 15, with evictions starting on the 25th if no communication is received. A $10 daily late fee encourages timely payment.

Ray from California asked about AI and future growth. Chad was skeptical of AI for tenant interaction, stressing the importance of human service—especially from Shane in the Philippines—due to the $5,000 cost of replacing a tenant. His goal is to grow by one unit per month while keeping overhead low using global talent.

Kevin and others discussed AI’s scalability. Examples included a storage company handling 6,500 calls/month via 20 VAs and tools like Dialzara (AI receptionist) and Lachl (troubleshooting, bilingual). They cautioned against losing the human touch in automation. Profitability was noted to be harder at 400–800 doors and better at 1,000+.

Finally, Dillon asked about key tracking for 100+ units. Chad recommended a numbered key box, sign-out book (from Amazon), and a tracking spreadsheet.