Property managers juggle many moving parts when running a successful company. From screening potential tenants and ensuring they are the right fit to collecting rent payments, there is always something going on. In addition to the endless number of tasks, property maintenance is an essential part of a reputable property management company. With this property maintenance services list, property managers can understand what goes into a successful property maintenance process.
Property maintenance is essential to keeping your properties in good shape and your residents to stick around. Property maintenance can do more than keep your equipment running; you can leverage curated maintenance processes to attract new property owners and grow your portfolio.
But there is more to maintenance than just answering calls and scheduling maintenance work. It involves regular repairs, putting measures in place to prepare for the unexpected, and conducting regular inspections to avoid costly equipment failures.
Important Aspects of Property Maintenance
The key to a superior property maintenance team is developing a process that both internal maintenance technicians and third-party maintenance contractors follow. Whether you are conducting all of your maintenance by hand or using a dedicated maintenance software, there are a few key areas you should focus on.
1. Communication
Clear communication is the most critical part of the maintenance process. From beginning to end, having clear lines of communication is imperative to making the maintenance process as seamless as possible. If residents cannot get a hold of you to submit a work order, or scheduling takes a lot of back and forth, residents will grow dissatisfied with their rental experience. Plus, internal technicians and maintenance contractors are both incredibly busy. They don’t have time to spend hours playing phone tag trying to get ahold of your resident to schedule maintenance.
If all parties involved in the process aren’t kept in the loop, things will start to fall through the cracks creating a hassle for your team. Not only is there potential for your team to burn out, but residents may be more apt to leave negative reviews, and third-party maintenance contractors won’t be as willing to work with you in the future.
2. Transparency
Transparency is also an essential aspect of the maintenance process. When you receive a maintenance request from a resident, coordinate with them to provide as much information as possible initially. This will be helpful to your maintenance team and ensure they have all the information required to complete the repair the first time. Being transparent with your property owners is important to maintain long-lasting relationships with them. If your owners receive their statements every month and are saddled with costly maintenance fees, they will grow frustrated with the work you are producing. Instead, be upfront with your owners as soon as maintenance costs arise. If you are transparent about what these charges are for and why they are necessary, your owners will have no trouble approving them.
3. Follow Up
One of the most significant holes in the maintenance process is following up with vendors to ensure that work is complete. Often, this can lead to issues in your accounting department because vendors might not send invoices promptly. You may assume a vendor finished work until you receive a negative review from one of your residents because the issue was not truly resolved. You must reach out to your maintenance team and your resident to ensure that a work order is complete. It is also good practice to ask your residents to provide feedback on the repair. This is a great way to share positive feedback about your company or identify areas of improvement within your operation.
Building Maintenance Checklist
Most property management companies will deal with similar property maintenance services list. These can vary based on location and property types, but keeping the following maintenance services top-of-mind will make your life easier and your residents happy.
1. Landscaping and Lawn maintenance
Landscaping and lawn maintenance are essential to residential and commercial property management. Whether you own single-family or multi-family units, lawn maintenance is crucial to keeping your properties looking their best. Regular mowing and watering, pulling weeds, trimming trees and bushes, and general upkeep are all vital parts of maintaining the curb appeal of your properties. Tree trimming ensures trees don’t interfere with power lines or cause damage to your property during a storm.
2. Exterior building repair and maintenance
Another aspect of maintaining the curb appeal of your properties is exterior building maintenance. This could include inspecting the roof and replacing shingles when needed, repainting faded building exteriors, or replacing broken windows. Cleaning should also be included with exterior maintenance. Windows should be cleaned, and the building should be power washed periodically to keep things looking nice. Not only will this keep your current residents happy, but it will also make it easier to attract new tenants.
3. Plumbing
Plumbing issues can wreak havoc on your property, specifically in multi-family units. An overflowing or clogged sink can cause damage to not only that unit but the ones below it if the leak gets out of hand. Plus, a clogged sink or shower may seem like a minor deal, but if left unattended can lead to more expensive damage due to flooding. Water damage is costly to fix and often leads to flooring needing to be replaced. Scheduling preventive maintenance to inspect the plumbing in your building can help avoid these expensive issues.
4. Heating and cooling systems
HVAC systems are one of the most expensive investments in any property. More importantly, they are vital to the comfort and satisfaction of your residents. Nothing is worse than having a broken air conditioner on a sweltering day without heat during a cold front. This is not only unpleasant but can be dangerous. Regularly replacing HVAC filters and doing system checks can help prevent equipment failure, save money, and keep residents happy.
5. Improvement Projects
Property maintenance is not just about fixing things as they break but improving your properties to help increase their value. When a tenant moves out, property owners often decide to make some improvements to the unit before relisting it. This allows you to raise property rent to reflect the progress made.
6. Regular Inspections
If regular inspections aren’t part of the maintenance process, consider implementing them. Routine inspections are imperative to avoid costly maintenance emergencies. By regularly inspecting properties, you can find issues and fix them before they become a bigger, more expensive problem. By conducting regular inspections, residents will be happy because they will deal with fewer large-scale maintenance issues, and property owners will be satisfied that maintenance costs have decreased.
Emergency Maintenance
While most property managers run their maintenance as a 9 to 5 job, after-hour repairs are inevitable. Property management companies must have a process for what qualifies as an emergency maintenance issue and who will handle them after regular business hours. While many maintenance issues may cause discomfort, they may not qualify as an emergency. Determining what an emergency is can help you choose the priority in which things get done. A good rule of thumb is any maintenance issues that could cause injury, severe property damage, or a threat to someone’s health and safety are typically considered emergencies. As a property manager, make sure that residents know who to contact in an emergency and that you have a designated process to handle these emergencies .
Are Property Maintenance Companies Profitable?
Property maintenance companies make money by providing cleaning, landscaping, repairing, and other services to property owners. These services can range from basic maintenance tasks to more complex projects. Companies usually charge a fee for their services and may also charge for materials used. Some companies may offer add-on services, such as pest control or security, for an additional cost. Companies may also receive revenue from advertising and referrals from satisfied customers. To maximize the profitability of property maintenance, it is essential to have a well-thought-out process, a focus on customer satisfaction, and monitor the operation to ensure maintenance costs stay low.
To learn more about property maintenance, check out our ultimate guide.
