Property Management Template

Date Published : Apr-13-2020

Written By : Phillip Livingston

Property managers have an endless list of responsibilities to take care of. From marketing their client’s property to working with board members to enforce rules, to scheduling maintenance repairs, a property manager doesn’t have much time to waste.
There’s a lot of paperwork that comes with managing a condo or HOA association, which ironically, takes up a lot of resources. Creating a new document from scratch every time there is a new service request, or jotting down another to-do list every day isn’t the most efficient approach to take, which is why we’ve put together a comprehensive collection of templates that property managers can download and use immediately.
These templates can help busy property managers who want to ensure no task falls through the cracks. They can assist with maintenance, attracting tenants, performing inspections, and building partnerships with new clients.
Managers can customize these templates and make additions or edits as needed. Manage your properties more efficiently and save a bit of time using our downloadable templates.

 

Operations

 

Record Keeping

 

Contracts

 

Condo Control Central has templates that can help property managers maintain detailed records, develop thorough inspections, and ultimately, build happier communities.
In addition to our templates, Condo Control Central has detailed articles that offer more information about each checklist, contract or document.

 

Manage your property with confidence

Residential communities need property managers. You provide a vital service, and take on the challenges that the property owner or board members cannot. It’s a challenging, yet rewarding job. Done properly, your work can transform a property and increase its value. Plus, residents will stay in a place that is organized and friendly.
Most property managers will be responsible for finances, attracting tenants, insuring bylaws and rules are followed, maintaining the building, improving communication, and more. That’s not easy, and it’s nearly impossible without a good system in place.
A master checklist is an excellent tool for any property manager to have. It can help them get a clearer understanding of what their big tasks are, and map out the smaller steps they need to take in order to achieve their goals. Checklists can be created and updated online as well, which means they can be edited as needed. You can even share the checklist if you need to.  

 

Learn what to look for when conducting inspections

Property managers will be required to conduct thorough inspections of the property, and individual units, on multiple occasions. Regular inspections are important because they give the property manager an opportunity to make sure units are being well maintained. If there is damage, or something is broken, they can take proactive measures to fix the issue before it becomes a more expensive problem.
Having a premade checklist in hand can guide property managers as they conduct inspections, and can prevent them from missing any little details. It may seem like a straightforward process, but think about how much there is in a condo unit. There are kitchen appliances, floors, windows, locks, fans, vents, curtains or shades, balconies and more. The bigger the home, the more there is to inspect. Having a list can prove to be invaluable, especially if you’re conducting the inspection with a tenant who is about to move in. Done properly, inspections can save buildings and tenants money by reducing the number of large repairs they must make. It’s a win-win situation.

 

Keep track of maintenance 

Maintaining a condo or HOA could easily be a full-time job, but that’s just one of the many responsibilities property managers have. That’s why they need a system in place that will enable them to handle maintenance requests as efficiently as possible. A good property manager knows when to schedule maintenance work, but even the most organized manager needs a process to keep track of all of the maintenance jobs taking place on their property. Systems like maintenance logs are crucial to documenting and organizing all repairs that must be completed. A maintenance log captures all key information about repairs in one document.
Instead of trying to deal with calls, verbal requests, and emails separately, log and store them together. Not only will a log make it easier to keep track of all the activity, but it will also make it easier to log a quick change or update to repair jobs without having to spend extra time looking for the information about the repair.   

 

Standardize the maintenance repair process

If a maintenance logs keep all maintenance requests together, a work order captures the details about each maintenance request. Property managers can prepare standardized work order forms ahead of time and fill them out as they are needed.
Think of work orders as a reference point for every person involved with the maintenance job. Good communication plays a big role in the successful management of maintenance, and properties in general.
Work orders provide information about costs, repairs times, materials needed for the job, and more. Furthermore, property managers can analyze work orders later on and use the valuable data to make informed decisions. Having accurate data means they can gain a clearer understanding of how much certain jobs should cost, how long they should take, and who does them best. Property managers can even identify the elements that require repair most frequently, and suggest things that can be done to minimize the number of repairs these elements need.  

 

Build trusting relationships with clients

Property managers and their clients need to be on the same page from the beginning of their working relationship. When there is a disconnect between what the community or building owner expects, and what the property manager intends to do, disagreements are almost inevitable. Your reputation is important, and you don’t want it to suffer because of a misunderstanding.
A detailed property management agreement can help minimize issues between property managers and their clients. A good agreement will include information about compensation, responsibilities, obligations, and how the relationship should be terminated if one or both parties would like to end the relationship. It should also protect property managers. This contract should be as specific as possible. Vague or general contracts often lead to misunderstandings, which again, creates conflict between associations and management companies.
By making expectations clear to everyone, communities can ensure that they’re hiring the right property manager for them, and property managers can confidently work on providing the services that they promised to deliver. Transparency and clear communication are important, no matter what you’re doing. These attributes are essential when you’re building a new relationship, and your clients will appreciate your willingness to be open with them.