Nuts, Bolts & Bleach

Nuts, Bolts & Bleach: Keeping Track of Parts & Supplies Without Losing Your Mind

If you’ve ever opened a utility closet and found five half-empty jugs of window cleaner, two rusted plungers, and exactly zero air filters the day before inspection, then you already know: supply chaos is real.
As building managers, we juggle everything from leaking faucets to fire panel tests. But between broken mailbox locks and tenants asking if they can “just pay rent in cash today,” it’s easy to forget we’re also the warehouse managers of our own little empire. And a good empire doesn’t run out of toilet paper—or caulking guns.

🧼 1. Supplies Don’t Track Themselves (Unfortunately)

You know what doesn’t restock itself? Mop heads.
Start by making a list of the items your building goes through monthly—think cleaners, garbage bags, paper towels, HVAC filters, lightbulbs, pest control gel, and, yes, that magic grout spray no one else knows where you got.
If it’s something that disappears or gets replaced, it deserves a spot on the list. Bonus: it gives you a clear snapshot of what keeps your building humming behind the scenes.

🧰 2. Sort Your Supplies Like You Sort Your Socks

Organize your storage closets by zone or job type:

• All cleaning supplies in one cabinet.

• Paint, brushes, and wall patch kits on one shelf.

• Electrical, plumbing, and “mystery parts” in bins (label them, even if it’s just “for that weird thing in 207”).
  Group it so someone else—not just you—can find what they need on a busy Monday morning. No one should have to dig behind dusty floodlights to find toilet wax rings.

📦 3. Set a Reorder Point (A.K.A. The "Uh-Oh" Line)

Create a simple rule for each item—when you’re down to two jugs of bleach, it’s time to reorder. When the air filters for the rooftop units hit four remaining, add it to the order list.
This prevents that scramble where you're texting vendors from your car or bribing another property manager for “just one more bucket of mop water additive.” Reorder points are like guardrails—quietly keeping you from disaster.

📅 4. Schedule a Supply Day (Make It a Thing)

Pick a day each month (or bi-weekly) to:

• Walk storage rooms

• Check counts

• Make your supply order
  Treat it like a meeting with yourself. No distractions, just you and your favorite clipboard.
  Throw on your podcast or your "Building Boss" playlist and make it a ritual—like self-care, but with a caulking gun in hand.

🧾 5. Save Your Receipts & Your Sanity

Keep a running list of what you ordered, from which supplier, and when. This is especially helpful when you realize one batch of trash bags was the size of pillowcases and the other barely fits the bin.
A simple notebook or digital folder labeled “Maintenance Orders” can help you compare prices, rotate stock, and double-check warranty claims—because yes, you did buy that flushometer part six months ago, and no, you’re not crazy.

🧑‍🔧 6. Your Maintenance Staff Are Walking Inventory Reports

If you’re lucky enough to have a team, listen to their input. They’ll tell you what breaks most often, which products actually work, and which brand of drain cleaner makes the bathroom smell like regret for three days.
Keep an open feedback loop—maintenance folks often know better than anyone which supplies run low fastest. And they’re the first to notice when something’s gone missing... like the step ladder everyone swears they didn’t borrow.

🚪 7. Don’t Forget the “Hidden” Stuff

It’s easy to track obvious things, but what about:

• Key blanks?

• Replacement batteries for intercoms or detectors?

• Laundry room lint brush refills (yes, that’s a thing)
  Include seasonal items too—like patio furniture repair kits or window AC brackets. “Out of sight, out of stock” is a dangerous game when inspections roll around.

🛒 8. Group Your Orders = Fewer Headaches

Try to order in bundles when you can—both to reduce shipping costs and avoid multiple vendor trips. Group similar items together and do a once-a-month (or twice if needed) master order.
When deliveries come in one batch, you’re less likely to forget the one critical item that somehow didn’t make it into your cart while you were distracted by discounted cleaning rags.

🔄 9. Track What Gets Used… Not Just What Gets Ordered

It’s one thing to know what’s in the closet—it’s another to track how fast it disappears.
Start noting which supplies run out the fastest, what’s sitting unused, and what gets used differently in winter vs. summer. For example, de-icer spray may sit untouched until December and then vanish in 72 hours during a freeze warning.

🐜 10. Build a Pest Prevention Stash

No matter how clean your building is, pests are opportunists. Keep a separate stash of bait stations, ant traps, fly tape, and steel wool on hand.
Pest issues often pop up with zero notice, and being able to act immediately—before calling the pros—can save money and tenant complaints. A well-stocked “critters kit” is the unsung hero of any property manager’s arsenal.

💡 Final Thought: A Well-Stocked Building is a Calm Building

Running out of supplies doesn’t just create delays—it also eats your time, upsets tenants, and makes your job harder than it needs to be.
Get ahead of it. Create a system, tweak it to fit your building, and stick with it. Your future self will thank you next time they’re elbow-deep in a clogged sink and can reach straight for the snake tool—because you knew to keep one stocked.

Have your own supply-tracking tips, or a horror story about running out of drain cleaner on a Friday night?
Leave a comment or message me info@lilydailydwelling.com—I love to hear from my fellow Building Bosses.