What are the most important Property Management maintenance tips for new hires?

1 Preventive maintenance

Preventive maintenance is the key to avoiding costly repairs and complaints in the future. It involves inspecting, cleaning, and servicing the property and its systems regularly, according to a schedule and checklist. Preventive maintenance can help you detect and fix minor problems before they become major ones, extend the lifespan of the property and its components, and reduce the risk of emergencies and liability.

2 Tenant requests

Tenant requests are the most common source of maintenance work in property management. As a new hire, you need to respond to them promptly, professionally, and courteously. You should have a system for receiving, tracking, and completing tenant requests, such as an online portal, a phone line, or a log book. You should also communicate clearly with the tenants about the status, timeline, and cost of the repairs, and follow up with them after the work is done.

3 Emergency repairs

Emergency repairs are those that pose a threat to the health, safety, or security of the tenants or the property, such as a burst pipe, a gas leak, or a fire. As a new hire, you need to be prepared for handling emergency repairs at any time, day or night. You should have a list of emergency contacts, such as plumbers, electricians, and fire departments, and know how to reach them quickly. You should also have an emergency plan, such as an evacuation route, a backup generator, or a temporary accommodation option, and inform the tenants about it.

4 Vendor management

Vendor management is the process of hiring, supervising, and paying external contractors who perform maintenance work on the property. As a new hire, you need to have a network of reliable, qualified, and insured vendors who can deliver quality work at a reasonable price. You should also have a contract with each vendor that specifies the scope, terms, and conditions of the work, and monitor their performance and compliance with the contract.

5 Record keeping

Record keeping is the practice of documenting and organizing all the maintenance activities and expenses on the property. As a new hire, you need to keep accurate and updated records of everything related to maintenance, such as inspections, requests, repairs, invoices, receipts, warranties, and certificates. Record keeping can help you track the condition and value of the property, plan and budget for future maintenance, and provide evidence in case of disputes or lawsuits.

6 Tenant education

Tenant education is the act of informing and instructing the tenants on how to use and care for the property and its amenities. As a new hire, you need to educate the tenants about their rights and responsibilities regarding maintenance, such as what they can and cannot do, what they should and should not report, and how they can prevent or reduce damage. Tenant education can help you improve tenant satisfaction, retention, and cooperation, and avoid conflicts and misunderstandings.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?