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Property maintenance is the facet of the managing agent's function that gives rise to the most hassle, and where the agent has to be seen to be on the ball. Tenants complain about malfunctions, routine inspections identify problems, landlords may have to be consulted, estimates may be required, contractors have to be instructed. And the agent needs to have all the relevant information at his/her fingertips before taking action. Does the landlord have service contracts in place or preferred contractors? Is the likely cost within the agent's approval limit? Are there any applicable warranties for appliances, and what are the corresponding details? Is there anything in the recent maintenance history for the relevant property that might have a bearing on the present problem? What is the situation regarding access to the property? Availability of keys? Burglar alarm to be negotiated? Agent keeps track of all these details. Each maintenance job is tracked from inception. Details of any contact with the landlord are recorded. Job Sheets are issued to relevant contractors. Further comments may be added to a Job Sheet as and when required. Ultimately, the job is completed and the supplier submits an invoice. Details of the invoice may also be added to the Job Sheet, and its status marked as 'Approved for payment'. The agent's Accounts department is able to routinely extract such invoices for automatic entry into the landlord accounting system. From an overall management stance, the agent can extract at any time details of outstanding jobs, both overall and by contractor. The property manager can also review and amend details of landlord retentions in the case of the more substantial maintenance jobs. |
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