Property Manager Helper

Property managers deal with a lot.

You have the resident who thinks the lawn wasn’t cut right, the tenant who says the snow wasn’t cleared fast enough, and then you have the “front porch experts” who watch construction work and are convinced it’s being done wrong, no matter what anyone says.

When you’re managing a property, you end up right in the middle of all of it. That gets even more challenging during capital improvement projects or larger repairs, when residents are paying closer attention, asking more questions, and sometimes questioning the work being performed.

That’s where having a third party involved can make a big difference. Not to take over the project, but to provide another layer of oversight. Someone who is regularly on site, documenting progress, reviewing installation, identifying concerns, and helping confirm that the work is being completed in accordance with the plans, specifications, and manufacturer requirements.

It is also important to recognize that property managers often charge an additional fee for renovations and capital improvement projects, and we do not see our role as replacing that work or taking away from those fees. Property managers should charge what they feel is appropriate for the additional responsibility that comes with a major project.

There is a lot more involved than simply letting a contractor onto the property. There may be increased communication with residents or the association, coordination with public services, additional complaints about things like a flat tire or a missed delivery, coordination with ongoing lawn care, snow removal, trash service and other site maintenance, along with budgeting, financial management and planning. Those responsibilities still fall on the property manager, and they can increase significantly while a project is underway.

The way we look at it is fairly simple. The property manager is there to manage the property. We are there to help facilitate the construction project.

And in that role, we are 100 percent an advocate for the HOA or property owner. We are independent from the contractor performing the work, which is an important distinction. A contractor naturally has to manage labor, schedule, material costs and profitability while completing the project. Our responsibility is different. We are looking at the work solely from the owner’s side of the table. We do not benefit from using less material, choosing an easier installation method, overlooking a detail or getting the job completed faster. Our job is to ask whether the work is being done correctly, whether it meets the project requirements, and whether the owner is receiving what they are paying for.

That independence can also help when disagreements come up. Rather than putting the property manager in the position of deciding whether a contractor’s explanation is reasonable, we can review the condition, look at the drawings, specifications and manufacturer requirements, and help determine what actually needs to be done. Sometimes the contractor is right. Sometimes something needs to be corrected. Either way, the goal is to have an objective answer based on the project requirements rather than an opinion from one side or the other.

Ideally, our involvement starts well before anyone shows up on site. We can work with the design team during planning to help coordinate details, review drawings and scopes, identify potential gaps, and make sure the project is being clearly defined before it is bid. From there, we can help identify qualified contractors, review and vet proposals, compare scopes, assist with contract language, and help establish expectations before construction begins.

Once the work is underway, our role shifts more toward ongoing project oversight. That can include regular site inspections, progress documentation, installation reviews, quality control, contractor coordination, and identifying issues before they become larger problems.

That gives the property manager clear communication and objective documentation, something they often do not have the time to provide themselves while still handling everything else that comes with managing the property. It also gives residents some additional confidence that someone is paying attention to the details and making sure concerns are addressed.

When questions come up, there is also documentation to go back to. Photos, inspection notes, progress updates, and a record of what was observed during construction can help separate an actual construction issue from something that may simply look unusual to someone watching from their front porch.

We can’t solve the lawn or snow complaints. But when it comes to construction work, we can help take some of the pressure off the property manager, keep the project moving, protect the owner’s interests, and give everyone a little more confidence in the process.