Property Maintenance

Welcome back, as promised!

Today, we're diving into one of the 20 key duties every building manager faces: property maintenance. But before you roll up your sleeves, let’s break down what "property maintenance" really means and what it covers (hint: it's more than changing lightbulbs). Whether you're a seasoned pro needing a refresher, a new hire building your career brick by brick, or just curious about what keeps a building ticking, this guide is for you.

This is my way—it's worked for me, and I hope it makes your work-life smoother, too. Let's get started!

-Schedule and conduct routine maintenance checks.

1.Daily Boiler Check and Building Walkabout:

Start your day with the invigorating task of checking the boiler both in the morning and evening—because nothing says "good morning" like the hum of machinery!

Morning Stroll:

• Begin your adventure at the top of the building.

• Descend gracefully using the left stairs in a zig-zag path, giving yourself a real-life game of "floor is lava" as you navigate.

• Enjoy the added bonus of a comprehensive building check while getting your steps in. Who needs a gym membership?

Evening Stroll:

• Start again from the top floor, but this time, take the right stairs down. Zig-zag your way to fitness and enlightenment!

• This way, you'll ensure both staircases feel equally loved and you'll cover every nook and cranny of the building.

Notes for the Intrepid Walker:

• Keep an eye out for anything that needs cleaning, repairing, or if you spot light bulbs with a dim future ahead.

• Embrace modern technology! Use your smartphone to snap pictures of issues, or whip out that maintenance app to create work orders on the spot. Who knew exercise and efficiency could go hand in hand?

Enjoy your daily walk! Remember, it's not just about keeping the building in tip-top shape—it's about skipping that treadmill and letting your Fitbit live its best life.

2.Maintain records of all maintenance activities.

-Congratulations! You've just been promoted to the Chief Historian of Building Maintenance. Your task is to document every heroic feat of repair and upkeep, from epic battles with leaky faucets to the triumphant changing of light bulbs.

• Detailed Documentation: Record every maintenance activity with the precision of a detective and the flair of a novelist. Remember, future generations may look back on these chronicles in awe—or at least your supervisor will when they need a report.

• Filing Fun: Organize your records like an award-winning librarian, except with fewer shushing noises. Embrace color-coded folders and digital spreadsheets or go old-school with a trusty ledger if you’re feeling retro.

• The Importance of Accuracy: Ensure every record is as accurate as a Swiss watch, because nothing’s more thrilling than revisiting past maintenance escapades during audits.

• Backup Your Files: Don’t let your hard work vanish into the digital abyss! Backup your records, because losing them is like losing the last episode of your favorite series—you don't want that kind of heartbreak.

• Storytelling: If a light fixture was replaced in a forest and no one documented it, did it really happen? Keep the tales alive!

Remember, in the world of maintenance, your records are the unsung hero, ensuring everything is shipshape and accounted for. Plus, if anything ever goes awry, you'll have the ultimate "I told you so" proof.

3.Ensure timely repair of building systems.

-Ah, the noble quest of fixing what is broken before it becomes a full-blown disaster! Your mission, should you choose to accept it (spoiler: you have to), is to ensure building systems are repaired in a timely manner, with a flair that rivals any superhero saving the day.

• Speedy Service: Channel your inner superhero and swoop in to address repairs faster than a speeding bullet (or at least faster than a tenant can say "It's broken!"). Time is of the essence!

• Prioritize Like a Pro: Decide which repairs need immediate attention, and which ones can wait a bit. Hint: A leaky roof during a rainstorm takes precedence over a squeaky door unless you want an indoor swimming pool.

• The Art of Scheduling: Coordinate with contractors and vendors like you're orchestrating a symphony, ensuring everyone hits their notes on time. Bonus points for using phrases like “The show must go on!”

• Stay Ahead of the Game: Embrace your inner fortune teller by anticipating potential problems before they arise. Remember, a stitch in time saves nine, or in building terms, a repair today saves nine panicked phone calls tomorrow.

• Communication is Key: Keep tenants informed of repair timelines with updates that are as clear and concise as a well-written tweet—minus the hashtags and emojis, unless your tenants are into that.

Embrace this duty with the confidence of someone who knows they hold the fate of the building in their capable hands. Your efforts will keep things running smoothly, making you the unsung hero of happy tenants and a well-maintained building.

4.Coordinate with contractors for specialized maintenance tasks.

- You're the building's social butterfly, bringing together the best and brightest contractors to tackle specialized maintenance tasks! It's like hosting a party where the theme is "Fix-It Fest."

• Select the A-Team: Choose your team of contractors like a casting director assembling an all-star cast. Make sure you have the right mix of characters: the plumber with the magic touch, the electrician who lights up a room, and the HVAC guru who brings the cool.

• Master of Schedules: Orchestrate the arrival of contractors with the precision of a maestro. Ensure everyone is in the right place at the right time, and watch the magic unfold. Just remember, "fashionably late" doesn’t apply when it comes to fixing a leaky roof.

• The Negotiator: Channel your inner diplomat and negotiate contracts like you’re brokering a peace deal. Remember, the pen is mightier than the wrench, especially when it comes to signing off on costs.

• Communicate Like a Champ: Keep lines of communication open and flowing like a well-oiled machine. If contractors were a band, you’d be the lead singer, making sure everyone hits the right notes and no one misses a beat.

• Follow-up Finesse: Check in on progress like a concerned parent at a school science fair. Give praise where it’s due, and gently nudge for improvements when needed, all while avoiding science-fair-level disasters.

• Payment Party Planner: Ensure contractors are paid promptly and fairly. Think of it as a party favor for a job well done, but instead of cake, it’s a check (which most contractors prefer).

By coordinating with contractors, you ensure that even the trickiest maintenance tasks are handled with expertise and flair, keeping the building in top-notch condition. And remember, when it comes to maintenance, you’re the host with the most!

5.Inspect building exteriors and common areas regularly.

-Put on your detective hat and grab your magnifying glass (metaphorically, of course), because it’s time to play Sherlock Holmes with the building exteriors and common areas! Your mission: to seek out and solve the mysteries of maintenance before they become full-blown cases.

• Scavenger Hunt Champion: Treat every inspection like a scavenger hunt, searching for clues like peeling paint, cracked pavement, or the ever-elusive “What’s that smell?” mystery.

• Weather Warrior: Brave the elements like a fearless explorer, whether it’s the scorching sun, torrential rain, or the occasional snowstorm. Remember, your motto is “Neither snow nor rain nor heat can stop this inspector!”

• Attention to Detail: Notice the small things, like a seasoned detective spotting the telltale clue that cracks the case. Is that a new crack in the wall, or did the building just get a new wrinkle?

• Keep the Peace: Ensure the common areas are as inviting and peaceful as a serene park. This might mean rearranging furniture or picking up rogue tennis balls from the lobby floor.

• Take Notes Like a Pro: Document your findings with the diligence of a journalist breaking a big story. A cracked sidewalk today could be tomorrow’s headline!

• Snap Happy: Use your phone to snap photos of anything unusual, and channel your inner paparazzi. You never know when you’ll need that evidence for a future episode of "Building Mysteries Uncovered."

• Team Player: Share your discoveries with the maintenance team and coordinate any repairs or improvements. You’re the star of this show, but every star needs a great supporting cast.

Regular inspections ensure the building remains as picturesque as a magazine cover and as functional as a Swiss Army knife. Plus, it gives you a chance to embrace your inner sleuth, keeping you sharp and the building looking its best!

6.Replace light fixtures and bulbs in common areas.

-Prepare to illuminate the building's common areas as the resident "Light Keeper." Your mission is to ensure every nook and cranny shines bright like a diamond, so grab your ladder and channel your inner Edison!

• Bulb Whisperer: Speak softly to the flickering bulbs, letting them know it’s not them—it’s you. Then replace them with shiny new ones, bringing light back to their dark little world.

• Fixture Fashionista: Ensure every light fixture is not only functional but also fabulous. You’re the trendsetter of illumination, so make sure those fixtures are as stylish as a runway model.

• The Ladder Ballet: Climb your ladder with the grace of a ballet dancer, making every step count. Don’t forget to look dramatically into the distance like you’re contemplating life while you’re up there.

• Burnt-out Detector: Hunt down burnt-out bulbs like you’re on a treasure hunt, except this treasure doesn’t sparkle—it just helps everyone see where they’re going.

• Juggling Act: Balance light fixtures and bulbs with the skill of a circus performer. Just remember, unlike juggling, it’s best to only work with one bulb at a time.

• Test the Glow: Once replaced, flick the switch with the enthusiasm of a game show host revealing the grand prize. "And... let there be light!"

• Green Warrior: Consider using energy-efficient bulbs to save both money and the planet. You’re not just a light bulb changer; you’re an eco-friendly superhero.

• Keep Count: Maintain a log of bulb replacements, so you can boast about how many bright ideas you’ve brought to light each month.

• Emergency Kit: Keep a stash of spare bulbs handy, because nothing dims the day more than a bulb that’s burnt out without a backup.

• Light the Way: Remember, a well-lit hallway is a safe hallway. Your work keeps everyone from navigating like they’re in a spooky movie scene.

In this role, you’re not just changing bulbs—you’re changing lives, one well-lit step at a time. So go forth and light up the world (or at least the building) with your bright and shining expertise!

7.Maintain the functionality of elevators and emergency systems.

-As the building's official "Vertical Transport Operator" and "Emergency Preparedness Guru," you ensure that the elevators run smoothly and emergency systems are ready for action. Prepare to ascend to new heights and tackle unexpected challenges with a smile!

• Elevator Whisperer: Tune into the hums and clicks of the elevators, deciphering their secret language to ensure smooth rides. If an elevator starts squeaking, assure it that therapy is available in the form of grease.

• Emergency System Maestro: Keep the emergency systems ready to perform their life-saving symphony at a moment’s notice. Smoke alarms, sprinklers, and emergency lights—everyone should be in harmony.

• Track Cleaning Extraordinaire: Dust and debris are no match for you! Vacuum and clean elevator tracks on each floor like you're preparing them for a red carpet event.

• Smooth Operator: Monitor elevator performance and take action at the first sign of sluggishness. We’re aiming for a ride smoother than a jazz saxophonist in the middle of a solo.

• Safety Dance Instructor: Regularly test emergency systems and coordinate drills, encouraging everyone to participate like it’s the flash mob of safety drills.

• Button Surgeon: Keep elevator buttons clean and operational, treating them with the precision of a skilled surgeon. Remember, nobody likes sticky buttons!

• Magic Reset: Have a knack for resetting elevator systems with the finesse of a wizard casting spells. Sometimes, all it takes is a little technical magic.

• Logbook Enthusiast: Keep detailed records of all maintenance activities and repairs. Your logbook is like a diary of the building’s mechanical soul.

• Emergency Kit Guardian: Ensure emergency kits are stocked and accessible. No one wants to be caught in a pinch without a flashlight or a granola bar.

• Cheerful Motivator: Encourage tenants to take the stairs now and then—elevators need rest too! Plus, it’s a good cardio workout.

Your dedication to keeping elevators gliding and emergency systems primed ensures everyone can move safely and swiftly throughout the building. In your hands, no elevator gets stuck, and no emergency system fails. You’re the behind-the-scenes hero of the vertical world!

8.Clean and maintain HVAC filters and systems.

-Welcome to the world of climate control! As the building's "Air Quality Connoisseur," you ensure the HVAC systems are working as smoothly as a cool breeze on a hot summer day. It's your job to keep everyone feeling as fresh as a daisy and as comfortable as a cat in a sunbeam.

• Filter Maestro: Treat filters like the lungs of the building, changing them on a monthly schedule for the make-up air system. Remember, a clean filter means happy air, and happy air means happy tenants!

• Dust Buster: Battle dust bunnies and pollen with the determination of a superhero. Clean HVAC systems regularly so they can breathe easy and perform at their best.

• Cool Breeze Technician: Ensure that the building feels like a tropical paradise in winter and a cool oasis in summer. If you’ve ever felt like you’re on vacation at work, thank your trusty HVAC!

• Noise Whisperer: Listen for any strange noises coming from the HVAC systems. Is that a rattle or a snore? Either way, you’re on it faster than a sound engineer at a rock concert.

• Air Quality Detective: Investigate any unusual smells or fluctuations in temperature with the curiosity of a detective solving a case. A whiff of mystery? Consider it solved!

• Tool Time Aficionado: Have your toolkit ready, filled with screwdrivers, wrenches, and the all-important duct tape. You’re like a one-person repair squad with a can-do attitude.

• Schedule Savvy: Keep track of all maintenance schedules with the precision of a timekeeper, ensuring filters are changed on time and systems are serviced regularly.

• Green Machine: Opt for eco-friendly solutions whenever possible, because a happy planet makes for happy tenants—and a happy you!

• Airflow Artist: Adjust airflow like a maestro conducting an orchestra. Ensure every note (or vent) hits the right spot for maximum comfort.

• Stay Cool, Stay Warm: Encourage tenants to report any HVAC issues promptly, with promises of cool breezes or warm hugs (in the form of toasty air) as thanks.

By keeping the HVAC systems in tip-top shape, you're ensuring that the building remains an oasis of comfort and cleanliness. Whether it’s adjusting temperatures or battling dust, you’re the unsung hero of climate control!

9.Ensure landscaping and outdoor areas are maintained.

-Get ready to become the building's very own "Green Thumb Extraordinaire"! Your task is to transform the outdoors into a lush paradise, making sure the grass is greener (and not just from the envy of the neighbors).

• Garden Guru: Channel your inner gardening wizard and ensure the landscaping is as vibrant as a bouquet at a wedding. No wilted flowers or overgrown bushes on your watch!

• Lawn Whisperer: Mow, trim, and edge the lawn with the precision of a top chef slicing a perfect tomato. If you spot any rogue weeds, banish them like you’re casting spells.

• Pruning Pro: Perfect your pruning technique, making every shrub and tree look like it’s stepped out of a botanical magazine. Remember, a little snip here and there is like giving them a haircut.

• Outdoor Oasis Creator: Maintain outdoor areas so inviting that even the birds might consider moving in. Think of it as preparing a five-star resort for the local wildlife.

• Pest Patrol: Keep an eye out for any unwanted critters that might be staging a covert invasion. If you spot any, be the hero who saves the day (or at least the garden) from pests.

• Watering Wizard: Manage the irrigation system like you’re orchestrating a grand performance. Ensure plants get just the right amount of water—not too much, not too little, like Goldilocks but for gardens.

• Trash Tamer: Keep outdoor areas cleaner than a whistle (or at least cleaner than a teenager’s room). Regularly pick up any stray litter and dispose of it properly.

• Seasonal Stylist: Adapt your landscaping strategy for the seasons, from spring blooms to winter greens. You’re like the fashion designer for the outdoor world.

• Green Machine: Embrace eco-friendly practices, like composting or using organic fertilizers. You’re not just a landscaper; you’re an environmental hero in disguise.

• Community Cheerleader: Encourage tenants to enjoy the outdoor spaces, and maybe even organize a garden party or two. After all, a well-maintained garden is meant to be admired!

By keeping the landscaping and outdoor areas in pristine condition, you’re not just tending to plants—you’re creating a welcoming environment where everyone can enjoy nature’s beauty. So put on your gardening gloves and get ready to make the outdoors shine!

10.Keep updated maintenance checklists and procedures.

-Welcome to your role as the "Checklist Champion" and "Procedure Prodigy"! Your task is to keep maintenance checklists and procedures up-to-date, ensuring that no detail gets left behind and no task goes unnoticed.

• Checklist Commander: Manage your checklists like a general leading troops into battle. Every item checked off is a victory, and every unchecked box is a rallying cry for action.

• Procedure Perfectionist: Update procedures with the meticulousness of a chef perfecting a recipe. Make sure every step is clear and precise, so nobody's left wondering, "What's next?"

• Documentation Diva: Keep all maintenance documents neat and organized. Think of your files as a high-fashion wardrobe—every item should be in its place and ready for action.

• Reminder Rockstar: Set reminders for recurring tasks like a DJ setting up the next track. If something’s due, your schedule will let you—and everyone else—know.

• Tech-Savvy Sage: Embrace digital tools and apps to manage your checklists and procedures. Who knew staying organized could involve so much swiping and tapping?

• Training Tutor: Make sure everyone knows the procedures as well as their favorite song lyrics. If they can’t recite the steps in their sleep, you’re not doing your job!

• Update Guru: Revise checklists and procedures regularly, like updating your favorite playlist. What’s old and outdated might need a fresh beat—or in this case, a new checklist item.

• Detail Detective: Pay attention to every tiny detail. Missing a step is like missing a crucial plot twist in a mystery novel—things just won’t add up.

• Feedback Fanatic: Solicit feedback from your team and make adjustments accordingly. It’s like crowd-sourcing the best improvements to your maintenance blockbuster.

• Celebrate Success: Every time a checklist is completed, or a procedure is perfected, celebrate it like it’s the grand finale of a fireworks show. You’ve earned it!

By keeping maintenance checklists and procedures updated, you ensure that everything runs smoothly and efficiently. You’re the mastermind behind the scenes, making sure every task is on point and every procedure is followed to perfection. So, grab that pen (or tablet) and get ready to check off your way to greatness!

Stay tuned for next blog: Repairs!