Duties of property maintenance: what are his duties?

Property maintenance is the good soul of an object. He often takes care of many activities in the background thus making everyday life easier for owners and tenants alike.

Some homeowners and landlords are not even aware of the many places where a property maintenance service can help everywhere. Extensive services fall within the area of ​​responsibility.

This article provides you with a range of interesting information about the ‌areas of application of maintenance services on your property and also gives you a range of tips.

Find out, for example, why it makes sense for owners and landlords to record all property maintenance tasks in writing in a work plan.

property maintenance Responsibilities: What are the tasks of property maintenance?

Most people are familiar with the term property maintenance, but many owners or landlords often do not initially know what functions property maintenance can take on‌.

The fields of application for property maintenance are very diverse and can be individually tailored to the challenges of the client.

He can take on extensive commitments. We have compiled a list of ‌maintenance services here:

• Regular hallway and stairwell cleaning
• Taking on various maintenance and repair tasks
• A central system like an alarm system or a heating system can be controlled and operated technically.
• Taking on seasonal  tasks such as winter service
• Checking and ensuring functionality and use in ‌​​entrance doors, elevators, underground garages, parking lots, etc.
• Ensuring the regular disposal of garbage through the garbage disposal
• Ensuring the functionality of exterior and interior lighting in areas used by all tenants such as the hallway, underground car park, etc.
• Ensuring the house rules
• Cleaning and maintenance of the outdoor facilities
• Mediation of concerns between tenants and owners
• Acquisition of apartment visits, apartment handovers, key handovers, acceptance tests, etc.
• Acquisition of further administrative tasks according to the individual requirements of the client

The main activities is to bring benefits to both the owner and landlord, as well as the tenant, which simplify everyday life.

This is how owners and landlords benefit from property service: With property maintenance, owners not only promote the value of their property but can also save valuable time and devote themselves to other tasks in the meantime. Seasonal activities such as regular and safe winter service can also be transferred to a property maintenance service.

An important tip for owners: You can pass on the costs for the property maintenance to the tenants.

However, it is necessary to list all maintenance activities individually in the utility bill. A lump sum for the completed maintenance tasks is not permitted!

This is how tenants benefit from property maintenance: Tenants also have various advantages from a property maintenance service in several respects, because you receive an all-around service without having to do anything yourself.

For example, the weekly sweeping service or the cleaning of the stairwell, etc. can be omitted. In addition, there are no costs for the purchase of aids and cleaning tools.

Advantages for owners, landlords, and tenants: All parties will find a reliable contact person for a variety of questions and concerns in Property Maintenance. The property maintenance can also act as an intermediary between the owner and tenant and, for example, can help with questions about upcoming cosmetic repairs or similar issues.

List janitorial activities: the janitorial duties work schedule

In order to record the maintenance tasks and allocate the costs to the tenants as part of the ancillary cost billing, it is necessary for owners and landlords to record all fields of property maintenance service and to record them individually.

The best way to do this is with a detailed maintenance task work plan.

In it, the client can not only note ‌all the maintenance services taken on but also, for example,

• Duration/time
• Regularity of implementation
• Day of the week/time of execution
• Year
• Requirements and special features for implementation

Records and documents for the respective property maintenance area of ​​responsibility.

It is crucial here to record all agreements on the property maintenance activities in writing. In this way, owners and landlords avoid later problems and unanswered questions with utility bills.

A detailed property maintenance work plan offers maximum transparency for tenants. If the tenants know which functions the property maintenance has actually taken over and when the willingness to settle the professionally prepared utility bill is correspondingly high.

In the following points you will find examples of the recording of property maintenance activities:

property maintenance duties	date/day	time/duration regularity	particularities
Control of the order, cleanliness, and house rules of the house and outdoor facilities
Determination and/or damage report to the manager/owner
Execution of minor repairs
Execution or mediation of repair and rehabilitation orders
Cleaning – Sweeping and mopping of the stairwell
Clean house and cellar doors, wipe with a damp cloth
Wipe window sills with a damp cloth
Wipe the radiator with a damp cloth
Empty wastepaper baskets/waste bins
Glass cleaning of staircase windows including frames
Clean illuminant
Clearing of blockages, as far as possible without external service providers
Control of the functionality of electrical systems in stairwells and common areas
Inspection of doors, windows, fittings, etc. in common areas
Checking escape and fire protection doors for free access and function
Control of heating and charging pumps for function, tightness, and noise generation
Monitoring and control of boiler/flow temperatures, control of night setback
Monitoring of the regular maintenance of the heating system by an external service provider
Remove rubbish from outdoor facilities and areas
Outdoor facilities Cleaning and weed removal/control
Sweeping paths and access roads to the house
Lawn mowing including removal of clippings
Treat the lawn with a scarifier
Maintain front garden planting or renew if necessary
Cutting hedges and disposing of clippings
Cleaning the playground
Check playground for safety and functionality
Distributing winter service from November 1st to March 31st snow clearing and grit
Cleaning of external car parking spaces, removal of oil stains
Sweeping underground garages
Control of garage ventilation, fans, and drives for function and tightness
Checking and maintenance of the outdoor lighting (lights, twilight switches, timers, etc.)
Monitoring of waste collection systems/garbage cans
Regular provision of garbage cans for garbage collection
Janitor emergency service on call 365 days/24 hours
Maintaining contact with management and tenants/owners, accepting special orders
Acceptance and handover of apartments/commercial units when changing tenants
Apartment inspections with status assessment and logging

The task list listed is an example that owners should adapt individually to their property.

With a careful listing of all maintenance activities, you create transparency, both for the commissioned maintenance service and for your tenants, and you get an overview of the tasks completed, costs incurred, etc.‌

A precise work plan with all services provided forms an optimal basis for long-term cooperation.

It is best to work out the planning for the maintenance at the beginning together with the commissioned maintenance service. They have the ‌experience and will be happy to help you create and record a work plan for the utility bill.

Property maintenance activities–what tasks does property maintenance take on? In our current article, you have received several interesting information and answers to this question and now you also know why it makes sense to log all janitorial tasks in a list with the respective costs.