Daily/Weekly/Monthly Tasks + Expectations - Maintenance Coordinator
General Expectations:
- Please do not go back and forth with Vendors, especially Walt. Walt is a handyman, which means he is capable of doing a wide variety of tasks. It is up to Walt to say no to a job we assign him. Please respect when Walt tells you he does not perform certain tasks like fixing screens, exterior doors, and fences.
- The PM needs you to know which tasks go where, as she does not want to have a daily conversation on how to assign vendors
- We do not allow vendors to just overbid.
- For example: We once received a bid on a property where the bid included the entire yard and other bushes as opposed to the singular tree the tenant was concerned about.
- If we or the tenants are charged a trip fee for something, the PM needs an email about it and why it happened. We should be keeping up on these tasks to avoid having a vendor charge us a trip fee for going to a vacant unit and not being able to enter
- In vendor notes, please fill out how to contact the tenant or give them the combo box code so that they are not calling and texting the PM's personal phone trying to access the property, as they are unable to get ahold of you.
Daily Procedures:
- Login to appfolio & Gmail, Check WO page & text communications from tenants.
- info with account numbers/utility companies/property notes
- Update spreadsheet with connection/disconnection date and company
- Submit utility connections requests
- Submit utility disconnection requests
Weekly:
- First Monday of each month, start connecting utilities for the end of month and complete by that Friday.
- Every Monday check for upcoming leases
- For leases have utilities disconnected the day after lease starts
- Every Tuesday pay bills online/ over the phone
- Every Monday email Anna utility invoices
Monthly Procedures: