Multifamily Amenities & Centralization: How to Optimize Operations During Peak Leasing Season

Peak leasing season is a high-stakes period for multifamily operators. With leasing teams trying to balance a surge in online inquiries, neverending property tours, application processing and resident requests—all while ensuring seamless access to multifamily amenities—inefficiencies can quickly add up.

And when operations aren’t optimized, those inefficiencies become glaring:

• Leasing teams struggle with time-consuming administrative tasks instead of focusing on closing leases.
• On-site staff get overwhelmed with resident requests, leading to service delays and frustration.
• Property budgets take a hit from unnecessary operational expenses, especially for amenities that require ongoing maintenance and manual oversight.

One solution? Centralization. 

By shifting essential functions from individual sites to a shared, scalable model, operators can increase efficiency, reduce costs, improve resident satisfaction and empower their teams to handle peak leasing season with greater ease.

Let’s explore how centralized multifamily amenities, leasing support and resident services are helping operators stay ahead when demand is at its highest.

Automating Multifamily Amenities to Keep Staff Focused on Leasing

Multifamily amenities are major selling points for prospective residents, but they also add complexity to daily operations. When leasing teams are pulled into managing amenities like coffee service, resident printing, and package handling, it takes valuable time away from touring and signing leases.

During peak leasing season, operators need every available resource focused on securing new residents. That’s why properties are turning to centralized amenities that require little to no staff involvement.

Case Study: A Portfolio-Wide Shift to Centralized Coffee Service

For six Chicago-based Class A high-rises, resident coffee service was a valued amenity but also a frequent operational headache. Leasing teams had to manage supply orders, troubleshoot machines, and address resident concerns—time-consuming tasks that took attention away from prospects.

By switching to SipWithMe, a fully automated coffee solution, these properties eliminated the need for on-site supply management and maintenance.

Results at a Glance:

✔ 49% average savings on coffee expenses
✔ $62,745 total annual savings across six properties
✔ 100% of properties reported staff time savings
✔ 22,520+ drinks served

With coffee service fully automated, leasing teams no longer had to oversee supplies or respond to resident complaints. Instead, they had more time for follow-ups, tours, and securing lease signings at the most critical time of year.

"We don’t have to order additional supplies, we don’t have to keep them in stock. It is just easier on the team." – Debbie Lam, General Manager, Left Bank

Reducing Disruptions by Centralizing Resident Printing

Peak leasing season means nonstop prospect engagement—but every minute spent on operational distractions is a minute lost on closing leases.

On-site printing is a prime example of an amenity that’s important to residents but frequently disrupts staff workflow. When leasing teams are responsible for restocking supplies, troubleshooting printer issues or printing documents for residents in the leasing office, it adds unnecessary pressure during an already hectic season.

Case Study: The Habitat Company’s Shift to PrintWithMe

To reduce distractions, The Habitat Company centralized its resident printing service with PrintWithMe, an automated printing solution that removed the need for on-site printer management.

Results at a Glance:

✔ 1,057+ unique users
✔ 50,290 pages printed
✔ 8/10 resident satisfaction score
✔ 550+ lbs of e-waste saved annually

For leasing teams, this shift meant no more time spent fixing printers or managing supply restocking. Instead, those valuable hours were redirected toward prospect follow-ups, leasing tours and resident engagement.

"It's an absolute game changer for anyone still managing resident printing in-house." – Steven St. Louis, Regional Manager, The Habitat Company

Increasing Leasing Responsiveness with Centralized Support

At a time when prospective residents are making fast leasing decisions, responsiveness is critical. Every unanswered call, delayed email or missed tour follow-up is a lost leasing opportunity.

The challenge? Leasing teams are already stretched thin, trying to balance tours, applications and resident concerns. Without the right systems in place, response times slow, leads slip away and properties lose momentum.

Leading operators are now shifting:

✔ Leasing inquiries & follow-ups → to a centralized leasing hub that manages scheduling, lead nurturing and application processing.
✔ Resident questions & maintenance requests → to a centralized support center that ensures fast responses while allowing on-site teams to focus on leasing.
✔ Tour coordination → to a centralized scheduling system, reducing calendar management burdens on staff.

By offloading administrative tasks, leasing staff can focus entirely on closing leases, ensuring that no lead goes ignored.

Unlocking Cost Savings by Standardizing Key Multifamily Amenities

Operational inefficiencies become even more costly when leasing demand is high. Centralizing and standardizing multifamily amenities not only frees up staff—it also keeps costs under control during a time when marketing spend and operational expenses are already at their peak.

Case Study: Cost Savings from Centralized Coffee Service

For the Chicago Class A portfolio that implemented SipWithMe, standardizing coffee service across multiple properties resulted in significant financial benefits:

✔ $62,745 in annual savings across six properties
✔ Per-unit cost reduction from $4.39/unit (2019) to $2.27/unit (2022)

Similarly, properties that have implemented centralized maintenance scheduling, leasing support and resident services have reported:

✔ Lower staffing costs due to shared service models.
✔ Reduced supply waste by automating inventory and eliminating over-ordering.
✔ Greater operational consistency across multiple properties.

With rising costs in staffing, supplies and amenities, properties that standardize services before peak leasing season begins can maximize budget efficiency—freeing up resources for leasing incentives, marketing and staff training.

Centralization Helps Properties Stay Competitive During Peak Season

During peak leasing season, every decision either enhances efficiency or creates bottlenecks. Properties that implement centralized leasing support, automated multifamily amenities and standardized services create an environment where:

✔ Leasing teams stay focused on signing new residents

✔ On-site staff aren’t overwhelmed with avoidable administrative tasks

✔ Prospective and current residents receive faster, more consistent service

✔ Costs remain controlled without compromising amenity quality

By streamlining multifamily amenities and operations, properties ensure they remain competitive, responsive and efficient—even during the busiest months of the year.

At WithMe, we help properties save time, reduce workload and improve the resident experience with effortless multifamily amenities that don’t require extensive staff oversight.

Let’s talk about how we can help your team work smarter this leasing season. Get in touch today!