Handling condo service requests is an important part of condo management. It’s important to handle requests in a timely, cost-efficient, and reliable manner.
Service requests have a lot of moving parts. They involve communication with tenants and repairmen, tracking requests and progress, and authorizing entry. To handle all these elements effectively you need tools to simplify property management.
Here are some of the most common service/repair requests as well as how to handle them and whose responsibility it is to handle them:
- Leaky Faucet
- Clogged/Backed Up Toilet
- Repair Walls - Small cracks and holes
- Replace Door Handle
- Dryer Not Working Properly
- Burnt Out Lightbulbs
A leaky faucet is one of the most common service requests. However, in most condos, repairing a leaky faucet is the condo owner’s responsibility. Having a page on a condo forum or website makes it easy for tenants to discover who is responsible for different kinds of repairs.
If the condo is rented, it is usually up to the unit owner to fix a leaky faucet. They can either do it themselves or hire a plumber.
A leaky tap is an easy fix. Simply shut off the water, replace the rubber washer in the nozzle, and turn the water back once tightened. If a plumber is required, the tenant should communicate with the condo security and concierge. They manage condo visitors and can allow the plumber into your unit if required. As well, the condo may have a list of preferred contractors.
Clogged or Backed Up Toilet
A clogged or backed up toilet is generally the responsibility of the resident to fix. If the unit is rented, it is usually the renters’ duty unless a plumber is required.
Most clogs can be resolved easily with a plunger. A more stubborn clog may require pouring about 4 ounces of dish soap into the toilet and allowing it to sit for 15 minutes to half an hour before trying again. If the problem persists, a plumber may be needed.
The property manager only needs to get involved if the toilet problem is symptomatic of a plumbing defect. It’s important to take care of this service request quickly as it could begin to affect other units and become a larger problem. Taking advantage of service request software makes it easy for clients to submit requests, and for managers to monitor progress.
For small cracks and holes, most people can manage simple drywall repair tasks. Property managers can even sell the spackling compound and putty knives on their online condo store.
If a service request does have to go through, professional repair is expensive. So it’s useful to share prepared instructions on minor drywall repair first.
More substantial damage, especially structural, will require a condo manager. The damage needs to be assessed and properly handled to avoid worsening or compromising other units.
Replacing Door Handles
Replacing door handles is the responsibility of the condo. The handle is part of the door, and the the condo takes care of the door.
In most cases, the owner is not allowed to change the door handle themselves. Instead they put in a service request and the condo’s designated locksmith fixes or replaces it.
Dryer Not Functioning Properly
One of the most common condo service requests is a malfunctioning dryer. This is most common if there are shared laundry facilities. The biggest complaint is that the dryer isn’t fully drying clothes.
This is usually a result of having an oversized load or not cleaning the lint trap between uses. You can print reminders with proper use instructions and reminders to clean the lint traps in the laundry room. As well, you can post troubleshooting tips on the condo community website.
If the problem is more technical, the condo manager will call a repairman. In a shared laundry room, the condo is responsible for managing repairs and requests. But servicing in-unit laundry machines is the responsibility of the unit owner.
Burnt Out Lightbulbs
A burnt out lightbulb is a frequent issue, but an easy solve. If a light is in a public space, the condo manager can send maintenance to replace the bulb.
Consider replacing burnt out light bulbs with energy efficient lighting. LED lights last 1,000 times longer than incandescent bulbs and are 600% more efficient. This is one of the simplest ways to transition to green condo management. If it’s in the condominium’s budget, switching all lighting to energy-efficient options is a great way to reduce energy costs.
The lights in individual units, however, are the responsibility of the tenants to purchase and replace. Some condo managers will make exceptions and send maintenance to help elderly or disabled tenants with this repair.
Having lights available in the condo’s online store can streamline this repair. Be sure to stock bulbs with wattages that match any standard light fixtures in the condo.
Shared Areas & Facilities
Most of the minor repairs above are the responsibility of the unit owners or tenants. However, that changes when repairs occur outside of individual units. Maintenance and repair is part of managing shared condo spaces, facilities, and amenities.
For example, a clogged toilet in the change room of the condo pool. It’s up to the condo manager to resolve this issue.
The majority of the most common service requests in condos are minor repairs. These small problems usually have cheap and easy solutions. Major repairs, though they happen less often, are when condo managers are needed most.
Elevators and HVAC repairs are examples of major issues the condo manager handles. A stoppage or slowing in their operation impacts everyone. Residents expect them to be handled quickly and effectively.
An important tool for property managers is digital maintenance tracking. This allows managers to schedule maintenance and repairs. Progress is easy to track and any necessary files, reports, and information can be attached for future reference or for sharing with maintenance.
As well, routine maintenance reminders can be automated to avoid future problems.
Automation is an important tool for the modern condo manager. Whether managing multiple properties or just one building, automated online condo management software improves efficiency, reduces costs, and makes management easier. Request a demo today or contact us for a quote!