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maintenance

Maintenance Request Submission

Ensure tenants submit maintenance requests via the designated platform (email, app, or phone).

Confirm receipt of the maintenance request with the tenant.

Categorize the request based on urgency (emergency, urgent, routine).

Assessment and Prioritization

Evaluate the severity and impact of the maintenance issue.

Assign a priority level to each request (high, medium, low).

Schedule an initial assessment if necessary.

Work Order Creation

Create a detailed work order for the maintenance team.

Include tenant information, issue description, and priority level in the work order.

Assign the work order to the appropriate maintenance staff or contractor.

Communication with Tenants

Notify tenants of the scheduled maintenance date and time.

Provide updates if there are any changes to the schedule.

Inform tenants of any necessary preparations they need to make.

Execution of Maintenance Work

Ensure maintenance staff arrive on time and are equipped with necessary tools and materials.

Supervise the work to ensure it meets quality standards.

Document the work completed, including any parts replaced or repairs made.

Post-Maintenance Follow-Up

Contact the tenant to confirm that the issue has been resolved to their satisfaction.

Request feedback on the maintenance experience.

Close the work order in the system once the tenant confirms satisfaction.

Record Keeping and Reporting

Maintain detailed records of all maintenance requests and work completed.

Analyze data for trends in maintenance issues (frequency, types of repairs).

Prepare reports for management review to identify areas for improvement.

Preventive Maintenance Planning

Schedule regular preventive maintenance checks for common issues.

Create a calendar for seasonal maintenance tasks (HVAC, plumbing, landscaping).

Allocate budget for preventive maintenance to avoid costly emergency repairs.

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