Property Maintenance Management: Tips for Keeping Your Property in Top Condition

Property maintenance management is crucial for keeping a property in good condition and ensuring its longevity. Maintenance is the responsibility of all parties involved – tenants, property owner and the property manager.

Maintenance includes regular repairs and maintenance of a building’s systems, structures, and equipment. The maintenance of rental properties includes a wide range of tasks, from regular cleaning, routine maintenance and landscaping to more complex repairs and upgrades. Some of the tasks are the responsibility of the owner – which can be managed either by the owner themselves or a professional property manager – while others are the responsibility of the tenant.

Effective property maintenance requires careful planning, budgeting, and coordination. Property management companies must develop a comprehensive maintenance plan that outlines the necessary tasks and schedule them appropriately. They must also ensure that the maintenance work is performed by qualified professionals and that it complies with relevant regulations and standards. Regular inspections and assessments are essential to identify potential issues before they become major problems and to ensure that the property remains safe and functional. They must also process maintenance requests made by either the owner or tenant, once a tenant notices an issue and files a maintenance request.


What is Property Maintenance Management?

Property maintenance management refers to the upkeep and repair of a property’s physical structure and systems, such as interior and exterior structures, plumbing, electrical, and HVAC. It is an essential part of managing properties, to ensure the property remains in good condition and meets the needs of its occupants.

Property management includes both preventive and corrective maintenance. Preventive maintenance involves regular inspections, cleaning, and servicing of equipment to prevent breakdowns and to prolong the life of the property. Corrective maintenance, on the other hand, involves a contractor or property maintenance team to make repairs or replace faulty equipment/systems.

Maintenance can be carried out in-house or outsourced to a third-party maintenance provider. In-house maintenance allows property managers to have more control over the maintenance process and can be more cost-effective for larger properties. However, outsourcing maintenance can provide access to specialist skills and expertise, as well as reducing the administrative burden on property managers.

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Essential Maintenance Duties in Property Management

Management is the responsibility of the property manager to ensure the property is well-maintained and in good condition. Essential maintenance duties in property management include:

Routine Inspections

Routine inspections are carried out to identify any issues with the property and to ensure that everything is in working order. Routine inspections should be done regularly – in NSW, routine inspections can be carried out up to four times in a 12 month period – and should cover all areas of the property, including the interior and exterior.

During routine inspections, the property manager should check for any signs of wear and tear, damage, or other issues that may need attention. They should also ensure that all equipment and appliances are in good working order.

Emergency Repairs

Emergency repairs need to be carried out immediately to prevent further damage to the property or to ensure the safety of the occupants. Examples of emergency repairs include burst pipes, electrical faults, and gas leaks.

It is the responsibility of the tenant to notify their management about the emergency and then the responsibility of the property manager to ensure that emergency repairs are carried out promptly and efficiently. They should have a list of reliable contractors who can be called upon to carry out emergency repairs at short notice. Leah Jay has a dedicated page found here, which lists all Emergency trades available to Leah Jay tenants. 

Preventative Maintenance

Preventative maintenance is the process of carrying out regular maintenance tasks to ensure the safety of tenants and prevent issues from arising in the future. It involves tasks such as cleaning gutters, servicing heating and cooling systems, checking fire alarms, and checking for leaks.

The majority of preventative maintenance is the responsibility of the tenants, who have agreed to leave the property in the condition (keeping in mind general wear and tear) as when they started their tenancy. So ensuring gutters are clear, lawn and garden maintenance, wall damage, etc. are usually the responsibility of the tenants. Other preventative maintenance, such as checking fire alarms are working, are the responsibility of the owner or property manager.

Maintenance Budgeting and Planning

Property management maintenance involves a lot of planning and budgeting. Maintenance budgeting and planning is one of the most important aspects of property management. It is the process of estimating the costs of maintenance and allocating resources for the same.

Cost Estimation for Direct & Indirect Expenses

Cost estimation is the process of determining the costs of maintenance and includes identifying the direct and indirect expenses associated with maintenance. Direct expenses are the costs of materials, labour, and equipment required for maintenance. Indirect expenses are the costs associated with the management of maintenance activities, such as planning, supervision, and quality control.

To estimate the costs of maintenance, property managers should consider the following factors:

  • The type of maintenance required
  • The size and complexity of the property
  • The age and condition of the property
  • The availability and cost of materials, labour, and equipment
  • The cost of indirect expenses

Resource Allocation

Resource allocation is the process of assigning resources to maintenance activities. It involves determining the amount of resources required for each maintenance activity and allocating them accordingly. Resources include labour, materials, and equipment.

To allocate resources effectively, property managers should consider the following factors:

  • The priority of maintenance activities
  • The availability of resources
  • The cost of resources
  • The impact of maintenance activities on the property and its occupants.

Property Maintenance Responsibilities of Tenants

Tenants have certain responsibilities when it comes to maintaining the property they are renting. These responsibilities are based on NSW laws and regulations.

Indoor Maintenance Tasks

Tenants are responsible for keeping the inside of the property clean and tidy. This includes regular cleaning of the floors, walls, and windows, as well as keeping the kitchen and bathroom areas clean. Tenants should also ensure that any appliances provided by the landlord are used correctly and kept clean.

In addition to cleaning, tenants are also responsible for reporting any damage or maintenance issues to the landlord or property manager as soon as possible. This includes issues such as leaks, broken windows, and malfunctioning appliances. Tenants should not attempt to repair these issues themselves unless they are qualified to do so.

Outdoor Maintenance Tasks

Tenants are also responsible for maintaining the outdoor areas of the property (unless otherwise stipulated in their tenancy agreement). This includes keeping the garden and lawn areas tidy, ensuring that any rubbish is disposed of correctly, and reporting any damage or maintenance issues to the landlord or property manager.

It is important for tenants to understand their responsibilities when it comes to property maintenance. Failure to maintain the property may result in the landlord or property manager taking legal action against the tenant.

Property management maintenance requires compliance with legal and safety regulations to ensure the safety of tenants.

Building Codes

Building codes are regulations that ensure the safety and structural integrity of buildings. Property managers must comply with building codes to ensure that the building is safe for tenants. Building codes cover a wide range of topics, including fire safety, electrical safety, and structural safety.

Property managers must ensure that the building is up to code by conducting regular inspections and making necessary repairs. This includes tasks like checking the fire alarms are in working order or that electrical systems are safe.

Health and Safety Regulations

Health and safety regulations are laws that protect tenants from hazards in the building. Property managers must comply with health and safety regulations to ensure that tenants are safe and healthy. Health and safety regulations cover a wide range of topics, including air quality, water quality, and pest control.

Property managers must ensure that the building is up to code by conducting regular inspections and making necessary repairs. This includes ensuring that the building has proper ventilation, that the water supply is safe, and that pests are controlled.

Effect of Maintenance on Property Value

Regular maintenance of a property is essential to ensure its longevity and to preserve its value. Neglecting maintenance can lead to a decline in property value, which can be costly for property owners. In fact, according to a study by Emerald Insight, property price is considered a function of property management service quality. Thus, effective maintenance can have a positive impact on property value.

This is because the failure to maintain a property can result in damage to the building structure, which can lead to more expensive repairs in the future. Additionally, poorly maintained properties may not comply with building codes and regulations, which may lead to legal issues.

Regular maintenance can also help to improve the safety and security of a property. For example, ensuring that fire alarms or sprinkler systems are in good working order can help to prevent fires and minimise damage in the event of a fire. Similarly, ensuring that locks and security systems are functioning properly can help to prevent break-ins and theft.

Challenges in Property Maintenance Management

Maintaining a property can be a challenging task for property managers. There are various issues that need to be addressed to ensure that the property is maintained properly. Some of the challenges that property managers face in property management maintenance include:

  • Cost Management – property managers need to ensure that the maintenance work is done within the budget allocated.
  • Compliance with Regulations – property managers need to ensure that the property is maintained in compliance with the laws and regulations set by the government. This includes ensuring that the property is safe, secure, and free from hazards.
  • Maintenance Scheduling – property managers need to ensure that maintenance work is done regularly, balancing the rights of the tenant and the property owner.
  • Communication – property managers need to communicate with tenants, maintenance staff, and contractors to ensure that maintenance work is done properly. They also need to keep tenants informed about any maintenance work that may affect them.

Key Takeaways

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Disclaimer: This information is general in nature and does not take into account your personal situation. You should consider whether the information is appropriate to your situation, and for professional advice, seek out a financial adviser.