Property Management Frame Breakers

Vendoroo
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The Property Management Frame Breakers podcast is about showcasing the innovators who are reshaping property management. It profiles leaders who have "broken the frame" by rethinking traditional practices and excelling with bold, unconventional strategies.

  1. 3D AGO

    Ep 107 | How to Right-Size AI Expectations: Defined Work vs. Undefined Work

    Expectations around AI vary between overhyped software to existential threat, so we need a simpler way to evaluate it. That’s why the lense of defined work vs underfined work is so valuable. In this mini episode of Property Management Frame Breakers, @Pablo Gonzalez shares a simple framework he heard on Tony Cline’s Property Management Success Podcast, and it instantly clarified how to right-size AI expectations. You’ll learn: 🧱 The “Defined vs. Undefined Work” lens that makes AI adoption instantly clearer 🤖 What AI agents are actually good at today (and what they aren’t) 🧠 How AI gives your best teammate their “perfect assistant” 🤝 How to bring back the high-trust role your owners really want: “their guy” 🎧 Listen now if you want a no-hype way to think about AI and a practical path to using it to raise standards, reduce churn, and give your best people work that actually feels meaningful. 🎧  Here is Tony’s podcast where I got the idea. 🌟 Stay Connected with Us: 🎙️ Connect with Pablo Gonzalez on LinkedIn 📬Subscribe to Vendoroo's Weekly Newsletter 💼 Follow Vendoroo on LinkedIn 🌐 Visit Vendoroo's Website Chapters: 00:00 Introduction and Personal Anecdote 00:43 Introducing the Podcast and Sponsor 01:17 Discussion on Tony Klein's Podcast 02:07 AI in Property Management 02:43 Defined vs. Undefined Work 04:15 Impact of AI on Work Fulfillment 05:15 Practical Applications of AI 07:22 Conclusion and Call to Action

    9 min
  2. Ep 106 | He Scaled & Sold His PMC In Under a Year w/ Tyler Nelson

    6D AGO

    Ep 106 | He Scaled & Sold His PMC In Under a Year w/ Tyler Nelson

    What happens when your property management company grows faster than your operations can handle? In this episode of Property Management Frame Breakers, Pablo Gonzalez sits down with Tyler Nelson, a former PM operator who went from “accidental property manager” to scaling nearly 100 doors fast, then selling his company… and stepping straight into the AI frontier. This conversation starts with the gritty realities of growth (vacancy spikes, tool breakpoints, marketing experiments, and why “what works at 50 doors breaks at 100”)—but it ends with the real point of the episode: Scaling beyond the limits of human operations requires a new model. Not more hustle. Not more headcount. A human-in-the-loop AI teammate that can own outcomes without stripping you of control. You’ll learn: 🚀 Why rapid growth doesn’t break businesses—process fragility does 💰 How Tyler used fixed-cost scaling to make growth predictable (and profitable) 🎯 Why flat-fee pricing can be a weapon for portfolio selection 🧠 The hidden truth about AI in PM: the more advanced it gets, the more intentional oversight matters 🤖 Why the next must-have role in your company might be an AI Team Lead If you’ve been wondering how to scale without sacrificing service, sanity, or control, this episode lays out the mindset and operating principles that make it possible. 🎧 Listen now to learn how the best PMs will scale in the AI era: by going beyond human limits without losing the human edge. 🌟 Stay Connected with Us: 🤝 Connect with Tyler Nelson on LinkedIn 🎙️ Connect with Pablo Gonzalez on LinkedIn 📬Subscribe to Vendoroo's Weekly Newsletter 💼 Follow Vendoroo on LinkedIn 🌐 Visit Vendoroo's Website Chapters: 01:14 Becoming a Property Manager by Accident Then by Design 03:02 How to Add 90 Doors Without Losing Control 05:36 The Growth Wall Every PM Hits Around 100 Doors 07:31 Building a PM Tech Stack That Can Actually Scale 09:34 Flat Fee Pricing How PMs Can Attract Better Properties 12:48 The PM Exit Decision When to Scale Further vs Sell 14:02 Selling a PM Company Then Starting Over 26:17 Why Buying Property Management Companies Is So Competitive 26:52 How to Sell a PM Company Without a Broker 27:06 The State of the Property Management Acquisition Market 27:31 Listing a PM Company for Sale and Getting Instant Demand 28:57 Contracts Clawbacks and Protecting Yourself in a PM Sale 30:22 Why Property Managers Are Moving Into AI 30:40 Using AI to Scale Hiring and Operations 34:03 The Future of Property Management Human in the Loop AI

    57 min

  3. JAN 31

    Ep 105 | AI Is Nowhere Close To Replacing Property Managers (But It WILL Replace THIS)

    In this episode, Vendoroo’s Chief Evangelist, Pablo Gonzalez, recalls a game-changing conversation from Tony Klein's podcast with Darus Trutna, an operator who successfully absorbed a 900-door company. Part of Darus's success came from how well he understands technology.  On the podcast he shared a particularly valuable concept- The difference between  Defined Work and Undefined Work in property management, and how that should be lens to look through when predicting AI outcomes. You’ll Learn: 💡 Why 80% of a PM’s day is "defined" procedural work that drains talent, and how to protect the 20% where true value lives 🧠 Why high-performers quit after 8 months of "defined" work and how to stop the "hidden churn" in your team. 🤝 Why AI can’t replace the "undefined" moments like sensing the need to build a relationship with a client’s spouse. 🚀 How scale, consistency, and meaning finally stop fighting each other with the right AI strategy. Whether you are a solo operator or managing thousands of units, this episode provides the North Star for incorporating AI without losing the human heart of your business. 🎧 You should totally listen to the conversation that sparked this on Tony Cline's Property Management Success Podcast: https://open.spotify.com/episode/53sSltqg97uLz1cVnqvgRG?si=7283bcf7d95c4ca5 🌟 Stay Connected with Us: 🎙️ Connect with Pablo Gonzalez on LinkedIn 📬Subscribe to Vendoroo's Weekly Newsletter 💼 Follow Vendoroo on LinkedIn 🌐 Visit Vendoroo's Website Chapters: 00:16 From 100 to 1,000 Doors: The Darris Trena Story 00:32 The Tech-First Operator’s Secret Weapon 00:58 Is AI Selling Your Own Business Back to You? 01:21 The 80/20 Rule: Defined vs. Undefined Work 02:13 Where the Needle Moves: The Power of Human Judgment 04:00 The Scaling Trap: Why Great Operations Break at 500 Doors 06:04 Agentic AI: The End of "Boring" Work 07:26 Building a Durable Team (The Cure for Hidden Churn) 08:43 Your New North Star: Scaling with Meaning

    12 min
  4. Ep 104 | Finding Passion For Property Management When It Wasn't There Before w/ Rob Kazen

    JAN 28

    Ep 104 | Finding Passion For Property Management When It Wasn't There Before w/ Rob Kazen

    In this episode of Property Management Frame Breakers, host Pablo Gonzalez sits down with Rob Kazen, owner of 1st Choice Property Management, to deconstruct a 16-year journey from "shooting from the hip" to building a highly profitable, AI-driven operation. Rob shares the vulnerable reality of taking over a 35-year family legacy, moving through the grief of losing his father, and finally "re-founding" the company with the systems and intentionality it deserved. You’ll hear how he stopped using maintenance as a mere tool for control and turned it into a profit center that finally captures the "hundreds of thousands of dollars" he had been leaving on the table. You’ll learn: 💰 Why most PMs are unknowingly bleeding profit in maintenance (even with full teams) 🛠️ The mindset shift: maintenance as a profit center, not a “tool” 📊 Why benchmarking and actually reading your P&L changes the game 👥 How one key hire (“your Mason”) can accelerate your entire operation 🤖 The real challenge of AI adoption: retraining humans to stop “quick handling” everything 📈 What it looks like when 85% of work orders run without your involvement 💡 How to transition maintenance from a chaotic "service" into a high-margin profit center. 🛠️ Why fixing an employee’s car in the parking lot builds more culture than any mission statement. 🤖 The mindset shift required to let AI own work orders and free your coordinators to actually manage. 🚀 A roadmap for implementing LeadSimple, Vendoroo, and Pod structures in a single year without breaking the business. If you’ve ever felt like your business is “working”… but still leaking money, energy, and attention behind the scenes, this episode will hit home. 🎧 Listen now and discover the real fix: not more hustle, not another coordinator but ownership, systems, and delegation that scales. 🌟 Stay Connected with Us: 🤝 Connect with Rob Kazen on LinkedIn 🎙️ Connect with Pablo Gonzalez on LinkedIn 📬Subscribe to Vendoroo's Weekly Newsletter 💼 Follow Vendoroo on LinkedIn 🌐 Visit Vendoroo's Website Chapters: 00:00 When You Know Something Has to Change (But You’re Avoiding It) 00:38 Building Maintenance Without Knowing What You’re Doing 02:16 Why Treating Maintenance Like “Support” Is Costing You Money 03:59 16 Years of Control… and Almost No Financial Clarity 06:17 When Personal Loss Bleeds Into Business Performance 06:57 Growth Didn’t Happen Until the Old Way Hurt Enough 16:08 Too Many PM Tools, Too Little Mental Bandwidth 18:37 The One Hire That Can Finally Let You Step Back 21:50 Leading a Team While Knowing You’re the Bottleneck 22:03 Why Starting a Podcast Wasn’t About Marketing 22:36 How Exposure to Better Operators Changes Your Standards 23:41 Using Content to Build Owner Trust Before the First Call 31:41 Why AI Won't Replace Your Maintenance Team, It  Will Free Them 40:22 Why Delegation Is the Real Endgame of Scale

    47 min

  5. JAN 24

    Ep 103 | For the Property Managers With Big Dreams for Their City

    What if the highest-impact move for a property manager isn’t getting more doors… but earning a seat at the table where cities are built? In this episode of Property Management Frame Breakers, Pablo Gonzalez unpacks a conversation with developer Chris Weidley that exposes a hidden truth: the people “regenerating neighborhoods” don’t just need capital and construction. They need operators they trust. This episode is a call to the PMs who’ve always felt they were meant for more than rent collection because there’s a new path forward: Becoming the Operational Co-Founder. You’ll learn: 🏙️ Why property management is the “third way” developers create equity (after buying + building) 🧱 The silent constraint behind most development visions: operational trust 💸 Why the “tax shield” strategy (depreciation, long-term gains, bonus depreciation) is operationally fragile 🎯 How PMs can stop pitching for doors and start partnering for shared upside 🤖 Why AI-powered maintenance ownership finally makes city-building partnerships scalable (without the growing pains) This isn’t just vendor work. It’s shared responsibility, shared upside and shared mission. 🎧 Listen now if you’re ready to stop being seen as a rent collector and start becoming the operator developers can’t build without. 🌟 Stay Connected with Us: 🎙️ Connect with Pablo Gonzalez on LinkedIn 📬Subscribe to Vendoroo's Weekly Newsletter 💼 Follow Vendoroo on LinkedIn 🌐 Visit Vendoroo's Website Chapters: 00:00 Introduction: Breaking the Frame of Property Management 00:45 The Hunter vs. Farmer Dilemma 01:40 The Vision of City Building 02:14 Chris Weidley's Approach to Affordable Housing 03:39 The Importance of Exceptional Operations 05:11 The Problem Developers Face 07:28 The Big Opportunity for Property Managers 08:47 Leveraging Operational Tools for Growth 10:12 Conclusion: A Question Worth Sitting With

    12 min
  6. Ep 102 | The 2k Door Maintenance Coordinator Job Description w/ David Normand

    JAN 21

    Ep 102 | The 2k Door Maintenance Coordinator Job Description w/ David Normand

    On this episode of the Property Management Frame Breakers Podcast, Vendoroo's Chief Evangelist, Pablo Gonzalez, sits down with David Normand to explain how the old model for a maintenance coordinator has been broken (and what’s replacing it.) David reveals the rise of a new role: the AI Team Lead. He also reveals why the industry benchmark of 1 coordinator per 200 doors is history. He breaks down the math behind how modern teams are scaling to 2,000 doors per person not by working harder, but by shifting from "triage" to "outcome design." You'll learn: ⚠️ Why the traditional maintenance coordinator role is becoming obsolete 📉 How open work orders are dropping from ~17% to under 10% 🧠 Why the most valuable skill in maintenance is no longer organization—but storytelling 📝 What the future job description for maintenance actually looks like If you’re still hiring maintenance coordinators for endurance, this episode will challenge your assumptions and show you what comes next. 🎧 Listen now to meet the role that replaced the maintenance coordinator. 🌟 Stay Connected with Us: 🤝 Connect with David Normand on LinkedIn 🎙️ Connect with Pablo Gonzalez on LinkedIn 📬Subscribe to Vendoroo's Weekly Newsletter 💼 Follow Vendoroo on LinkedIn 🌐 Visit Vendoroo's Website Chapters: 00:14 The New Benchmark: One Person, 2,000 Doors  01:05 The Math: Dropping Open Work Orders from 17% to 9.8%  03:01 What 80% Automation Actually Looks Like (Intake to Completion)  12:26 Lessons from Managing 55 Maintenance Coordinators at Once 14:06 The "FedEx Method": How We Used to Train for Pain Tolerance  21:20 Where the "Noise" in Maintenance Lives  21:58 The "One Critical Decision" Rule  23:16 The "Feet on the Desk" Philosophy: Why Busy = Failing  26:33 The Old Job Description: "Must Have High Threshold for Pain" 27:58 The New Job Description: Storytellers and Outcome Designers 29:27 The "Leaky Faucet" Example: How to Prompt for Speed  31:57 Why Frontline Staff Are Now Your Most Valuable Strategists  42:20 The 2:35 AM Dishwasher Moment (Real Impact)

    44 min

  7. JAN 17

    Ep 101 | Blueprint For Finding Your AI Integrator

    AI in our industry isn’t unclear anymore. It’s just unassigned. And everyone knows it matters. But most PM leaders keep pushing it to next week because today is already on fire and learning AI feels like one more job on your plate. The real move now isn’t mastering AI…it’s staffing it. In this episode of Property Management Frame Breakers, Vendoroo's Chief Evangelist, Pablo Gonzalez shares how Courtney Parks escaped AI paralysis by finding “Sal”, a zero-PM-experience tinkerer she empowered to become her AI Integrator. You’ll learn: 🧠 Why AI is a team expansion, not a solo project (the Cure for AI Paralysis 🔍 3 traits to spot your internal AI Integrator immediately. 🚀 Why zero industry experience is a superpower (The "Outsider" Advantage). 🛠️ How to empower innovators without killing their curiosity. Whether you are a visionary owner stuck in the weeds or an operator looking for your next breakthrough, this episode is your guide to finding the person who will build your future for you. 🎧 Listen now to stop trying to learn it all yourself and start finding the person who will. 🌟 Stay Connected with Us: 🎙️ Connect with Pablo Gonzalez on LinkedIn 📬Subscribe to Vendoroo's Weekly Newsletter 💼 Follow Vendoroo on LinkedIn 🌐 Visit Vendoroo's Website Chapters: 00:00 Why AI Keeps Getting Pushed to “Next Week” 01:30 The Real Problem with AI in Property Management? No One Owns It 03:15 Courtney Parks’ Breakthrough - “AI Didn’t Have to Be My Job” 05:00 Where the AI Role Really Lives  06:45 The AI Integrator Every PM Needs: The “Tinkerer” Profile 08:20 Why Non-PM Backgrounds Win with AI (The Outsider Advantage) 10:15 How to Train an AI Integrator 12:30 Pulling Integrators Into the Room 14:45 Building a Fail-Forward AI Culture 16:10 What AI Capacity Actually Looks Like: 1 Coordinator, 2,000 Doors

    11 min
  8. Ep 100 | Why High Occupancy Can Still Mean a Failing Property w/ Paul McKay

    JAN 14

    Ep 100 | Why High Occupancy Can Still Mean a Failing Property w/ Paul McKay

    Your 95% occupancy report might be lying to you. On paper, a property can look perfectly healthy: full units, collected rent, standard fees. But when you look closer, you might find an asset that is slowly bleeding out. On this episode, Pablo Gonzalez sits down with Paul McKay, a "property management data detective" who has analyzed over 500 portfolios to find the truth behind the numbers. Paul shares how “good-looking” reports can hide the real story: where money slips out, why small behaviors (like how maintenance gets handled) predict bigger failures, and what to fix now if you don’t want a surprise valuation gut-punch later. You’ll learn: 💡 Why high physical occupancy often hides low economic performance. 🛠️ The invisible incentives that reward chaos 📉 Why it takes 12–24 months to fix a refinance problem 🤖 Why high physical occupancy often hides low economic performance. 🎧 Listen now if you want to stop getting blindsided by “green dashboards” and start running your properties like the profit engine they’re supposed to be. 🌟 Stay Connected with Us: 🤝 Connect with Paul McKay 🎙️ Connect with Pablo Gonzalez on LinkedIn 📬Subscribe to Vendoroo's Weekly Newsletter 💼 Follow Vendoroo on LinkedIn 🌐 Visit Vendoroo's Website Chapters: 00:00 The False Sense of Safety Behind “Healthy” Properties 01:33 Why "Chaos" Pays the Bills 02:16 Who Is the Property Manager Really Working For? 03:36 The Invisible Money Leak Owners Never See 07:22 Becoming a Property Management Data Detective 10:06 Preventative Maintenance vs. Emergency Justification 12:00 Economic vs. Physical Occupancy (The Real Metric) 19:06 The 31.4% Rule: Fixing a Portfolio Without Fixing Everything 21:09 Why the Next Era of Property Management Is Tool-Driven 21:14 Automating the "Human Error" Out of Maintenance 22:34 Turning Maintenance Into an Asset Strategy 24:07 The Refinancing Cliff Explained 25:34 When the Numbers Don’t Match at Refinance Time 27:27 The 12-24 Month Window to Save Your Asset

    46 min
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The Property Management Frame Breakers podcast is about showcasing the innovators who are reshaping property management. It profiles leaders who have "broken the frame" by rethinking traditional practices and excelling with bold, unconventional strategies.

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