Developing and implementing a thorough building maintenance schedule for your high-rise community is essential for your board and property management firm. This proactive approach to building maintenance offers numerous advantages, including the prevention of early mechanical system failures, the extension of your community's asset lifespan, and predicting future repairs or replacements.
Implementing these measures is crucial for developing a precise budget for your community high-rise. By keeping an accurate record of repair costs and asset lifespans, board members and management teams can better forecast and allocate funds for critical capital projects. This practice also ensures the property has an up-to-date reserve study, detailing the maintenance and replacement schedule for the building’s assets. Moreover, a well-rounded building maintenance plan significantly reduces service disruptions, like the temporary closure of amenities for essential repairs, ensuring a smooth operation for the residents.
Managing and implementing a comprehensive building maintenance schedule for a large high-rise community can appear overwhelming due to the numerous components involved. However, a licensed professional team and an experienced property management company can simplify the process significantly. Their expertise ensures that every aspect of your community's maintenance needs is effectively addressed, providing peace of mind and a well-maintained environment for residents.
But first, the preliminary question…
What is standard building maintenance?
Building maintenance involves a comprehensive array of tasks designed to meet the specific requirements of a community. It includes numerous critical activities carried out behind the scenes to ensure the ongoing functionality and preservation of amenities and structures.
These essential maintenance tasks include regularly cleaning communal spaces, efficiently disposing of waste, and promptly fixing broken items. Additionally, they encompass inspecting, repairing, and maintaining vital community assets such as electrical systems, HVAC systems, and other critical utilities.
In certain cases, building maintenance also extends to the outdoors, such as managing sprinkler systems, tending to vegetation, and maintaining the overall landscape.
Who is responsible for maintenance in my community?
Typically, the maintenance workforce in a high-rise community is structured based on experience and responsibilities, ensuring efficient building management.
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Housekeeping: Janitors/housekeepers are responsible for the cleanliness of the property and its facilities. Their tasks include mopping floors, vacuuming carpets, cleaning bathrooms, and washing windows and glass doors.
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Maintenance Technicians: Maintenance technicians are skilled professionals who inspect, repair, and maintain various building systems, including HVAC, electrical, and water systems. They receive tasks through work orders and report to supervisors who oversee their assignments.
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Maintenance Supervisors / Chief Engineer: Maintenance supervisors / chief engineers play a crucial role in planning, assigning, and managing a team of maintenance workers. They prioritize the day-to-day and weekly workload by reviewing incoming work orders and considering both short- and long-term objectives. Additionally, the chief engineer handles vendor relationships and helps ensure they are completing their services according to the service contract signed with the association.
This customized staffing hierarchy differs from community to community depending on their specific needs, meaning your high-rise property may not feature these exact roles. Nevertheless, by having access to a dedicated maintenance team, this structured approach ensures efficient property management and upkeep, guaranteeing optimal functionality and cleanliness.
How to create a building maintenance schedule
Work with experts.
Why does building maintenance matter for your community? High-rise and large-scale buildings require meticulous maintenance due to the complexity of the systems they house, such as HVAC units, plumbing, boilers, and water filtration systems. Regular inspections, servicing, and adjustments of these vital components are essential for maximizing the building’s efficiency and extending its longevity. Proper maintenance not only ensures the comfort and safety of residents but also boosts the property's value and sustainability.
To create, implement, and monitor a complete building maintenance schedule for your high-rise community, it’s imperative that you enlist the help of experienced professionals. A respected community association management company can create and execute your overall plan, but you will also need the commitment of your in-house maintenance staff, as well as outside expert service technicians and professionals with a deep understanding of specific systems.
Focus on the details.
The key to a successful preventive maintenance plan is meticulous attention to detail. By promptly addressing minor issues, communities can significantly reduce repair and replacement costs. This proactive approach starts with the property manager and chief engineer conducting regular inspections of the entire property. They should meticulously document building systems, public areas, private spaces, and structural surfaces. These inspections should occur at least once a month, following a comprehensive checklist to ensure no detail is overlooked.
Make a list.
During the management team's property walkthrough, they should compile a detailed list of components needing inspection and maintenance. Based on this list, they can then develop a comprehensive preventative maintenance schedule divided into four categories: monthly, quarterly, semi-annual, and annual tasks.
Experienced property management companies often have systems in place to help facilitate your schedules, like FirstService Residential Connect, which provides timely reminders and notifications when routine maintenance is required. The FirstService Residential Connect portal also delivers communications to keep residents up to date on maintenance windows, repair work, and more.
Set the building maintenance schedule.
Once you have a complete list of all the equipment and systems within your high-rise property, you and your team need to establish a building maintenance schedule. Work with the system manufacturers to identify suggested maintenance schedules for equipment to run at maximum efficiency. Then, put your plan into action.
By executing your preventative maintenance plan, you’ll rest easier knowing you’re one step ahead. And by implementing an effective building maintenance schedule, your entire high-rise community will reap the benefits through reduced repair costs in your annual budget to fewer amenity service interruptions.
A well-planned building maintenance schedule helps you identify and anticipate repair or replacement costs throughout the year, allowing you to accurately forecast when major expenses need to be included in your annual budget. By conducting careful, regular inspections and maintenance, you can ensure the value of your high-rise property is preserved and significantly enhance resident experiences.
For more information on how to create a successful building maintenance schedule and how a professional management company can support your high-rise community, contact FirstService Residential.