REAL ESTATE - COMMERCIAL & LETTING
YEAR: 2025
APEX COMMERCIAL PROPERTIES
Centralising a commercial letting operation managing 60+ landlords and 200+ tenants
Monday CRM deployment to unify landlord relationships, tenant pipelines, and lease renewals
INTRODUCTION
Apex Commercial Properties manages office spaces, warehouses, and retail units on behalf of over 60 landlords across Abuja and Lagos. Their team was coordinating tenant enquiries, lease negotiations, rent collection follow-ups, and landlord reporting using email threads, Excel files, and WhatsApp groups — one per property. Nothing was centralised, renewals were being missed, and landlords were threatening to pull their properties due to poor communication.
MY ROLE
I was brought in as CRM Architect and Operations Consultant. I deployed Monday CRM as their central operations hub, built separate boards for landlord management and tenant pipelines, automated the lease renewal cycle, and created the landlord reporting dashboard that transformed client retention.
SERVICES DELIVERED
LEASE RENEWAL AUTOMATION
MONDAY CRM DEPLOYMENT
RENT COLLECTION FOLLOW-UP WORKFLOWS
LANDLORD RELATIONSHIP BOARD
TEAM TRAINING AND ADOPTION
LANDLORD REPORT AUTOMATION
TENANT PIPELINE DESIGN
OUR APPROACH
HOW IT WORKS
-
Monday CRM deployed with two master boards: Landlord Portfolio Board (one record per landlord, all linked properties, documents, and communication history) and Tenant Pipeline Board (enquiry to signed lease journey)
-
Automated landlord monthly report: generated and emailed on the 1st of every month — occupancy status, rent collected, maintenance updates, and upcoming renewals for each landlord's portfolio
-
Lease renewal automation: 90-day, 60-day, and 30-day alerts triggered per tenant — automated email + agent task created at each stage
-
Rent collection follow-up: automated reminder sequence for outstanding payments — day 1, day 5, day 10, escalation to director at day 15
-
New tenant enquiry pipeline: viewing booked → reference checks → offer letter → lease signed — each stage with automated communication to both tenant and landlord
PROBLEM
We manage properties for 60 landlords and not one of them gets a consistent monthly update from us. Tenants fall through the cracks at renewal time and we've already lost three landlords this year because they felt ignored. We're running a commercial agency on WhatsApp groups and it's embarrassing
— Managing Director, Apex Commercial Properties
RESULTS
Monday CRM as a full commercial property operations hub — landlord relationship boards, tenant pipelines, automated lease renewals, monthly landlord reports, and rent collection workflows.
DELIVERABLES
Monday CRM build, 2 master boards, 5 automation workflows, landlord report template, lease renewal sequences, team training