How to Address Maintenance Issues as a Property Manager

Whether the property you manage is a duplex, or a multi-unit apartment complex, maintenance issues occur and you need to address them. As property manager, it is a delicate balance between keeping the residents satisfied and the owners happy. Read on to learn more.

Instructions

Difficulty: Moderate

1. Develop a standard form for residents to use when submitting a maintenance request. Provide a space for the renter to detail the problem and how long it as been an issue. Include a permission statement asking if the renter will allow a repair person in while no one is at home.
2. Call repair people for bids. Unless you have a maintenance person on staff, asking for bids is the most cost efficient way to go. Contact the owner if the repair work will cost more than a pre-determined amount.
3. Review your repair budget to determine if the problem is fixable the way the renter desires. Money issues are of paramount importance in your position as property manager. If the bids are too high, ask the repair people for suggestions on alternate methods to address the issue.
4. Compile the necessary information from the repair person. For large repair jobs, ask for a certificate of commercial liability insurance to keep on file. In addition, make sure you obtain the repair person's Federal ID number. You will need to send him a 1099M form at the beginning of next year for tax purposes.
5. Keep the lines of communication open between yourself and the residents. Although money is often a hurdle, as property manager, just acknowledging their maintenance issues will show them you are trying to do the best job possible.

Tips & Warnings

• Don't let maintenance issues that present a danger go unattended. Part of your job is to protect the owners from lawsuits. Address safety issues promptly.

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