As a new property owner, ensuring that your building operates smoothly and safely is essential to protect your investment and create a positive experience for tenants. Effective facility management keeps your property well-maintained, compliant with local regulations, and prepared to handle daily operations as well as unexpected challenges. For new property owners, understanding key facility management tasks can make a big difference in reducing risks, improving efficiency, and increasing property value.

This practical checklist outlines essential facility management tasks that every new property owner should prioritize to maintain a safe, compliant, and inviting property.

1. Regular Maintenance Inspections

Routine inspections are the backbone of effective facility management. These inspections help identify small issues before they turn into costly repairs and ensure that the property remains in good condition year-round.

• HVAC Systems: Check for proper functioning, clean filters, and inspect vents and ducts. Schedule professional maintenance for heating and cooling units at least twice a year.
• Electrical Systems: Inspect wiring, circuit breakers, and outlets. Ensure all lighting fixtures work, both inside and outside, and replace any faulty bulbs or components.
• Plumbing: Check for leaks in faucets, pipes, and toilets. Regularly inspect water heaters, drain lines, and pipes to ensure they’re in good working condition.
• Roof and Gutters: Inspect the roof for missing shingles, leaks, or signs of wear. Clean gutters regularly to prevent water damage.

Tip: Set up a calendar with scheduled maintenance checks to ensure you’re consistent with inspections.

2. Establish a Preventive Maintenance Plan

Preventive maintenance helps avoid unexpected breakdowns and extends the life of property assets. A well-structured plan involves routine checks and scheduled servicing of critical systems.

• HVAC Maintenance: Schedule seasonal HVAC servicing to ensure optimal performance, which helps avoid costly repairs and maintains energy efficiency.
• Elevator and Escalator Servicing (if applicable): Have elevators inspected and maintained according to safety codes to prevent malfunctions.
• Pest Control: Schedule regular pest control services to prevent infestations, especially if the property is located in an area prone to pests.
• Fire Safety Equipment: Regularly inspect fire alarms, extinguishers, and sprinkler systems to ensure they’re functional and compliant with safety regulations.

Tip: Many facility management companies offer preventive maintenance services tailored to specific property needs, which can be a cost-effective solution for new owners.

3. Ensure Compliance with Local Safety and Building Codes

Compliance with local building codes and safety regulations is essential for property owners to avoid fines and protect tenant safety. Familiarize yourself with any required permits, certifications, and inspections that apply to your property.

• Fire Safety: Ensure fire extinguishers, smoke detectors, and fire alarm systems are installed, inspected, and comply with fire safety codes.
• ADA Compliance: Check that your property meets accessibility standards, including ramps, signage, and accessible facilities if required by law.
• Emergency Exits: Ensure all emergency exits are clearly marked, accessible, and unobstructed. Conduct periodic checks to make sure exit lighting is operational.

Tip: Local governments often provide resources on building codes and compliance requirements. Schedule routine inspections with certified professionals to maintain compliance.

4. Set Up Security and Access Control

Security is a priority for any property, whether it’s residential or commercial. Implementing robust security measures helps protect tenants, property assets, and your investment.

• Surveillance: Install CCTV cameras in common areas, entrances, and parking lots. Regularly check that cameras are operational and recording.
• Access Control: For multi-tenant buildings, use access control systems, such as keycard or fob entry, to limit access to authorized individuals.
• Locks and Alarms: Ensure that all entry points are secure with high-quality locks. Install security alarms on external doors and windows as an added measure.

Tip: Consider working with a security provider who can monitor the property 24/7, providing added peace of mind for both you and your tenants.

5. Implement Waste Management and Recycling Programs

A clean property with proper waste management systems promotes a positive environment for tenants and visitors. Many cities also have specific waste disposal and recycling requirements, so ensure you’re in compliance.

• Trash Collection: Schedule regular trash collection services to avoid waste buildup, especially in multi-tenant buildings with high occupancy.
• Recycling Stations: Set up recycling bins in common areas and educate tenants on the proper disposal of recyclable materials.
• Waste Audits: Periodically conduct a waste audit to understand the types of waste generated and find ways to reduce it.

Tip: Partnering with a waste management company can simplify the process and ensure that you meet local disposal regulations.

6. Establish Emergency Procedures and Safety Protocols

Every property should have a clear emergency response plan to keep tenants safe and minimize damage during unexpected events like fires, floods, or power outages.

• Emergency Contact List: Create a list of emergency contacts, including local fire and police departments, repair services, and key personnel.
• Evacuation Plan: Develop and post an evacuation plan with clear instructions for emergency exits, assembly points, and emergency contacts.
• Regular Drills: If managing a large property, conduct regular fire and evacuation drills to familiarize tenants with safety procedures.

Tip: Include emergency procedures in tenant welcome materials and review them annually to make any necessary updates.

7. Create a Budget for Facility Management Expenses

A well-managed budget helps you prioritize facility management tasks and ensures that you have funds allocated for routine maintenance, emergency repairs, and future upgrades.

• Maintenance Fund: Set aside funds specifically for maintenance and repairs. This fund should cover unexpected repairs and preventive maintenance costs.
• Utilities: Budget for utilities, including water, electricity, and gas, especially if they’re included in tenants’ rental agreements.
• Upgrades and Renovations: Plan for occasional upgrades, such as repainting, re-carpeting, or other improvements that will keep the property in excellent condition.

Tip: Track your expenses regularly to identify areas where you may be able to reduce costs without compromising quality.

8. Hire or Outsource a Facility Management Team

For new property owners, partnering with a facility management company can be a smart move. Facility management professionals have the expertise and resources to handle daily maintenance, inspections, repairs, and compliance tasks.

• Maintenance and Repairs: A facility management team can handle everything from routine maintenance to emergency repairs, ensuring that the property is well cared for.
• Tenant Communications: Facility managers often handle tenant requests and complaints, providing a smooth communication channel and enhancing tenant satisfaction.
• Vendor Coordination: Facility management teams work with trusted vendors for specialized services like HVAC servicing, pest control, and cleaning, simplifying the process for property owners.

Tip: Look for a facility management provider with experience in your type of property, as they’ll be familiar with your specific needs and challenges.

Facility Management: A Must for New Property Owners

As a new property owner, facility management is one of the best ways to protect your investment, enhance tenant satisfaction, and ensure a smooth-running property. By following this checklist and prioritizing essential tasks, you can maintain a safe, well-organized environment that benefits tenants and keeps your property in top shape.

If you’re ready to take the stress out of property management, consider partnering with a professional facility management team. With the right support, you can enjoy peace of mind knowing that your property is in capable hands and built to last.

Ready to Simplify Facility Management for Your Property?

Our experienced facility management team offers comprehensive services for new property owners, from maintenance and compliance to tenant communication and security. Contact us today to learn how we can support you with a tailored facility management solution that protects and enhances your property.

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