One bad hire and you're left with delayed repairs, frustrated tenants, and a property that slowly but surely loses value.
Fortunately, properly evaluating and hiring your next maintenance provider doesn't need to be difficult or time-consuming.
Let's take a look at what most owners do wrong…
They rush through the process. Pick the lowest price. And then wonder why things never go smoothly.
And here's what you'll learn…
Why Maintenance Makes or Breaks Your Property
Must-Have Features of Maintenance Providers
Evaluate Provider Options With Ease
Warning Signs You Can't Ignore
Choose The Perfect Fit For Your Property
Why Maintenance Services Are So Important
Here's the thing…
According to recent industry research, 61% of landlords claim that maintenance is their least favorite part of property management.
Not only does maintenance never seem to end, but it can be incredibly time-consuming when something breaks unexpectedly.
Then there's the cost…
Most landlords know very little about proper maintenance practices. As a result, more time is lost, and problems quickly become expensive.
That's where property maintenance providers come in.
Handled correctly by a team of licensed professionals, your property should never experience any unexpected breakdowns. Tenants stay happy, operating expenses remain low, and your property value stays secure.
Another study showed that as many as 39% of property managers spend over 20 hours a month dealing with maintenance requests. Hiring the right commercial property maintenance in Memphis provider solves this problem before it starts.
That's almost an entire work week every month just dedicated to things breaking down!
Finding the Must-Have Features
Needless to say, not all commercial maintenance companies are created equal. Here are some non-negotiable features that you simply must look for when searching for the perfect fit.
Commercial Property Experience – Residential Maintenance is NOT the same as Commercial Maintenance. Make sure your provider has plenty of experience managing condos, office parks, retail space, industrial buildings, etc.
Full-Service Property Maintenance – HVAC? Electrical? Plumbing? Landscaping? Painting? Cleaning? The more services your prospective provider covers, the better.
Licensed and Fully Insured – Always verify that any company you hire has up to date licenses and insurance. If they're hesitant or make excuses, find someone else.
Always Available – Think your tenants will call during normal business hours when the AC breaks? Because they won't. Figure out their process for handling after hours calls BEFORE you hire them.
Manage Similar Properties – Every type of commercial property is different. Office parks have different maintenance requirements than retail space. Make sure they manage similar properties. Then ask for references.
Simple enough right?
Evaluate Your Options Like a Pro
Now it's time to learn how to find your dream commercial maintenance provider…
Step 1 -- Create a shortlist. Make a list of your top 3-5 local maintenance providers. Don't just settle on the first company you find. Do your homework.
Step 2 -- Send out an RFP. Request for Proposal (RFP) documents are an often overlooked tool. A properly crafted RFP document will weed out a lot of providers that aren't serious contenders. Send everyone the same set of questions, and only request the best ones move forward.
Step 3 -- Interview in person. This step is critical. Meeting the team in person is essential. There's only so much you can learn about a company over the phone. Learn more about their process. Press them on the details.
Step 4 -- Dig into their process. How do they take work orders? Do they use property maintenance software to manage work requests? Any provider that is doing things manually in 2024 is falling behind. Also, how quick are they willing to respond to emergency maintenance requests? Get their response time in writing.
Step 5 -- Check for red flags. If they've made it this far, they're probably a legitimate contender. Just make sure they don't slip up now. Ask for references, verify they are licensed, look for online reviews, etc.
Don't Fall For These Tricks
This is where most people mess up…
Getting a good vibe from the owner is great. But never mind that they refuse to provide references or quoted a price way below everyone else. Sure, it saves a few bucks at first. But these providers are likely to take shortcuts. And when something goes wrong, you'll end up wishing you hired that other provider who charged $500 more per month.
Here are a few red flags that should instantly terminate any prospect:
Verbal Agreements. If it's not written down in black and white, it doesn't count. Get all agreements in writing.
No Proof of Insurance. General liability and workers comp insurance are there for a reason. Never let a provider skip this step.
Suspiciously Low Pricing. If a bid is significantly lower than everyone else's, there's probably a reason why.
Poor Communication. Are they taking days to return calls and messages right now? Find someone that is responsive.
No References. If a provider isn't willing to share client references, that's a serious warning sign. Move along.
Choose The Best Match For Your Property
Evaluating potential maintenance companies is only half the battle. Once you've created your shortlist you still have to make a decision.
Ask yourself these questions before getting serious with any property maintenance provider:
Do they understand your property? There's a big difference between maintaining a retail strip centre and a multi-story office park. Make sure they understand the properties they will be servicing.
Does the contract make sense? Compare pricing, the scope of work, and contract length with every provider. Watch out for hidden fees and surprise payouts.
Think long-term. Remember, property maintenance is a partnership. Don't be afraid to spend more money if it means working with someone who listens, responds, and grows with your business.
Wrapping Things Up…
Searching for your next property maintenance provider is a time-consuming task. But it's worth every second.
Your properties will stay in better shape, tenants will be happier, and you'll have more free time every week.
To review, when searching for your next property maintenance provider be sure to…
Create a shortlist of qualified maintenance companies
Send out an RFP
Interview in person and ask the tough questions
Look for digital work order management, licensing, certifications, etc.
Avoid the red flags and trust your gut
Take your time, enjoy the process, and the right provider will reveal itself.
Frequently Asked Questions
What is property maintenance?
Property maintenance refers to the repair and servicing of commercial properties. Including HVAC maintenance, plumbing, landscaping, painting, cleaning, etc.
How does preventive property maintenance differ from reactive maintenance?
Preventative maintenance is scheduled regularly to prevent things from breaking down. Reactive maintenance is performed after something breaks down. Ideally, you want a mix of both.
