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MAINTENANCE

1. Routine Maintenance Tasks

Inspect HVAC systems seasonally (heating and cooling).

Change air filters regularly.

Test smoke and carbon monoxide detectors.

Inspect plumbing for leaks and ensure proper drainage.

Check for signs of pest infestations.

Maintain landscaping and outdoor areas.

2. Emergency Maintenance Procedures

Establish a 24/7 emergency contact number for tenants.

Create a list of emergency contractors and service providers.

Develop a protocol for handling urgent repairs (e.g., water leaks, electrical issues).

Ensure all staff are trained on emergency response procedures.

3. Preventive Maintenance Schedule

Create a yearly maintenance calendar.

Schedule roof inspections and repairs.

Plan for regular inspections of electrical systems.

Schedule appliance maintenance (e.g., refrigerators, washers).

Conduct seasonal inspections of exterior elements (siding, windows).

4. Tenant Communication

Inform tenants of upcoming maintenance work and schedules.

Provide clear guidelines for reporting maintenance issues.

Follow up with tenants after repairs are completed.

Keep records of tenant requests and maintenance history.

5. Documentation and Record Keeping

Maintain detailed logs of all maintenance activities.

Document before and after photos of significant repairs.

Keep records of contracts with vendors and service providers.

Store maintenance records in a centralized location for easy access.

6. Budgeting and Cost Management

Develop a maintenance budget annually.

Track expenses related to maintenance and repairs.

Review and assess costs associated with vendors and service contracts.

Identify areas where cost efficiencies can be achieved.

7. Staff Training and Development

Train staff on best practices for maintenance tasks.

Provide ongoing education regarding new technologies and techniques.

Encourage communication among team members for effective maintenance management.

Review safety protocols related to maintenance work.

8. Quality Control and Follow-Up

Conduct regular inspections to ensure maintenance quality.

Solicit feedback from tenants regarding the quality of maintenance services.

Implement a system for addressing recurring maintenance issues.

Review and refine maintenance processes based on feedback and inspection results.

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