MBenjamin

AI Voice Receptionist

Jun 2026 - Present • 1 mo

To improve customer response times and eliminate repetitive administrative work, an AI voice receptionist was deployed for an independent insurance agency handling a steady volume of quote requests, policy inquiries, billing questions, and claims related calls. Powered by Retell AI and integrated with GoHighLevel, the system identified each caller's intent early in the conversation and automatically routed them through the appropriate workflow. Prospective clients requesting quotes completed a structured intake process that captured coverage needs, risk information, and contact details before creating a qualified lead inside the CRM for an insurance agent to follow up. Existing policyholders were identified by their phone number, allowing the agent to retrieve account information and answer common policy or billing questions. Calls involving active claims or sensitive matters were immediately escalated to a live representative to ensure regulatory compliance and provide appropriate customer support. Every interaction, transcript, and follow up request was automatically logged and assigned to the appropriate agent inside GoHighLevel, eliminating manual data entry and improving response efficiency. The completed solution increased qualified quote request capture by approximately **28%**, reduced follow up time from more than a day to just a few hours, and enabled the agency to deliver faster, more consistent customer service while freeing agents to focus on revenue generating conversations.

AI Receptionist & Automation Developer — Property Management Company

Mar 2026 - Present • 4 mos

Managing a large portfolio of rental properties meant the client's office staff was constantly juggling maintenance requests, leasing inquiries, and general tenant support, making it difficult to respond quickly during busy periods. The goal was to automate routine conversations while ensuring urgent issues received immediate attention. An AI voice receptionist was developed using Retell AI to identify whether each caller was an existing tenant or a prospective renter within the first few moments of the conversation and guide them through the appropriate workflow. For existing tenants, the system collected maintenance details such as the issue type, urgency level, and unit number before automatically creating a maintenance ticket in the client's property management software. High priority issues, including water leaks and heating failures, triggered instant SMS notifications to the on-call maintenance team, allowing emergencies to be addressed without delay. Prospective renters were provided with up to date unit availability, rental pricing, and property information. The AI could also check the leasing agent's real-time calendar and schedule property showings during the call, creating a seamless booking experience without staff involvement. To improve lead conversion, GoHighLevel automations were implemented to nurture prospective renters who didn't schedule a showing during their initial call. Personalized follow up sequences kept prospects engaged and encouraged them to book at a later date while reducing manual outreach for the leasing team. The completed solution reduced average maintenance response times by more than **50%**, ensured urgent maintenance issues were escalated immediately, and increased property showing bookings from inbound calls by approximately **20%**, helping the property management team deliver faster service while generating more qualified leasing opportunities.

AI receptionist Developer

May 2026 - Jun 2026 • 1 mo

An AI voice receptionist was developed for a busy veterinary clinic experiencing a high volume of calls for routine appointment bookings, prescription refill requests, and general pet-care inquiries. These repetitive calls frequently interrupted front desk staff, reducing the time they could spend assisting clients and caring for patients in the clinic. Using Vapi, the receptionist was designed with conversational flows trained on the clinic's services, vaccination schedules, and frequently asked questions. The agent could answer common inquiries, check real-time calendar availability, and book, reschedule, or cancel appointments without staff intervention. For prescription refill requests, the system collected the pet's name, owner information, and medication details before automatically creating a request for the veterinary team to review and approve, ensuring medical decisions always remained with licensed staff. To prioritize patient safety, emergency scenarios involving sick or injured animals triggered an immediate transfer to a live team member instead of allowing the AI to handle clinical situations. Returning clients were automatically recognized by their phone number, enabling the agent to retrieve basic pet information and deliver a more personalized conversation. The completed solution reduced front desk call volume by an estimated **35%**, allowed staff to focus more on in person client care, and shortened the average appointment booking process from several minutes to **under one minute**, creating a faster and more efficient experience for both the clinic and pet owners.