Scaling Property Management Across 30+ Toronto Locations

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Cintrex Property Management needed to keep up with rapid growth across Toronto. As their portfolio expanded from a few buildings to over 30 locations, coordinating maintenance teams across multiple properties became harder. Managing over 100,000 square feet with hundreds of tenants required better organization than WhatsApp threads and spreadsheets could provide.

Messages got lost in group chats. Managers spent hours tracking down workers for status updates. Tenants complained about slow response times. Work orders sat in spreadsheets for days before anyone noticed them. The old system couldn’t scale.

Aurelis built a centralized platform that handles work order tracking, time management, and team coordination in one place. Property managers see what’s happening in real time without calling anyone. Workers know exactly what to work on and when. Tenants report issues through a portal that converts requests into work orders automatically.

The platform has become essential to how Cintrex operates. “It’s hard to put a number on it,” the team said. “But we can’t imagine going back to how we did things before.”

One platform for 350 tenants at 30+ locations

Tenant satisfaction drives everything at Cintrex. The platform’s issue portal accepts digital reports and converts them into work orders without manual data entry. Tenants submit requests through a simple form. The system creates a work order immediately and notifies the appropriate manager.

Managers replaced WhatsApp threads and spreadsheets with a dashboard that shows work order status immediately. They see which jobs are pending, in progress, and completed at a glance. No more scrolling through chat history or opening multiple spreadsheet files.

Workers check assignments on their phones, log hours as they work, and update progress in the field. When they complete a job, they mark it done and add photos or notes. The system updates instantly so everyone sees the latest status. No more asking for status updates.

As Cintrex added more workers, the platform’s permission controls and time tracking features kept everything organized. Different roles see different information. Managers see all work orders across all properties. Workers only see assignments for their locations. Viewers see status updates but can’t make changes.

Real-time notifications coordinate responses across different buildings. When a tenant reports an urgent issue, managers get notified immediately. They assign the work to the nearest available worker. The worker gets a notification and can accept or request reassignment. Everyone knows who’s handling what.

The calendar feature simplifies scheduling when you’re managing dozens of properties at once. Managers block out time for regular maintenance. The system suggests optimal scheduling based on worker availability and location. Recurring tasks like monthly inspections get scheduled automatically.

Work order management that saves time

The platform handles work order management from creation to completion. When a tenant reports a problem, the system creates a work order and assigns a priority level based on the issue type. Urgent problems like broken heating get flagged immediately. Routine maintenance items get queued appropriately.

Managers review new work orders and assign them to workers based on location, skills, and availability. The system shows which workers are nearby and have the right expertise. One click assigns the job and notifies the worker instantly.

Workers receive notifications on their phones when new assignments come in. They see the work order details, tenant information, location, and any special instructions. They can view past work done at that location to understand context. Photos and notes from previous visits help them prepare.

During work, workers log time against each job. They can switch between multiple active work orders if they’re handling several tasks in one location. The system tracks billable hours automatically. No more remembering to write down start and end times later.

When work is complete, workers mark the job done and can add photos or notes. They can also request follow-up work if they discover additional issues. The system updates the work order status and notifies managers and tenants automatically.

Tenants receive updates when work starts and when it’s completed. They can see who’s assigned to their request and when to expect completion. This transparency reduces follow-up calls and complaints.

1,100+ hours tracked, work orders that actually close

Cintrex tracked over 1,100 hours of work through the platform in the first few months. More importantly, work orders actually close now. Before the platform, work orders would sit in spreadsheets for days or weeks. Some got forgotten entirely. Now every work order has a clear status and gets completed.

The system ensures nothing falls through the cracks. Unassigned work orders show up in manager dashboards. Overdue jobs get flagged automatically. The system sends reminders if a job sits in progress for too long. Managers see exactly what needs attention at any moment.

Automated workflows and centralized tracking reduced manual work while keeping teams coordinated across multiple sites. What used to take hours of coordination now happens automatically. Managers spend less time on administrative tasks and more time solving actual problems.

Time tracking accuracy improved significantly. Workers log hours directly in the system as they work. No more estimating hours at the end of the week or forgetting to record time. Managers see real-time labor costs for each property and can adjust assignments accordingly.

Cintrex plans to use AI features to identify patterns in maintenance requests and improve scheduling. The goal is preventing problems rather than always reacting to them. For example, if several tenants in one building report similar issues, the system could flag a building-wide problem that needs attention. If certain types of repairs happen frequently, managers can schedule preventive maintenance.

Historical data helps managers make better decisions. They can see which properties require more maintenance, which workers handle which types of jobs best, and how long different types of work actually take. This data informs scheduling, hiring, and property management decisions.

This matters as Cintrex adds more properties across the Greater Toronto Area. The platform scales with their growth. Adding new properties and workers is simple. Managers can oversee more locations because the system handles coordination automatically.

The platform is now part of daily operations. It helps the team stay organized and responsive as they scale. Having the right tools, combined with experienced people and a focus on service, makes the difference for Cintrex.

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