Property management is mostly about one thing: nothing falling through the cracks — not a leaking tap, not a lease renewal, not an owner's question. This guide covers simple systems for repairs, turnovers, inspections and owner reporting.
1. Every request becomes a work order
Tenant texts and emails get lost. Turn every request into a work order with a status (new → scheduled → in progress → done → billed), photos, the unit, the vendor and the cost. Tenants get updates without calling you, and you can see everything open at a glance.
Genie's property hub is free for managers: tenant request links, work orders, a vendor list, inspections and owner reports. You can also book vetted Genie pros directly from a work order.
2. Turnovers on a checklist
Every move-out follows the same steps: inspection with photos, deposit deductions documented, repairs and paint, cleaning, re-key, final check, listing photos. Put them on a checklist with dates — every day a unit sits empty costs the owner rent.
3. Preventive maintenance and compliance
Schedule the recurring work before it becomes an emergency: furnace and A/C servicing, smoke and CO alarm checks, gutter cleaning, dryer vents, fire safety inspections where required. A calendar of recurring items per property — with the next one created automatically when you finish — keeps you compliant and saves owners money.
4. Owner reporting owners actually read
Owners want three things each month: what came in, what went out, and what's coming up. A short report with rent collected, each work order and its cost (with photos), and upcoming items like lease ends and planned maintenance builds trust and prevents "why did this cost so much?" calls.
5. Pricing your management services
Management fees are commonly a percentage of rent collected, sometimes with separate leasing, renewal or project-supervision fees. Make sure your fee covers your real time per door.
6. Building your vendor bench
- Keep at least two vendors per trade (plumbing, electrical, HVAC, cleaning, painting, handyman, locksmith).
- Record each vendor's insurance, response time and pricing.
- Agree a spending limit you can approve without calling the owner, and get approval above it.
- Rate vendors after every job so the best ones get the most work.
7. Weekly property manager checklist
- ✅ Every tenant request logged as a work order
- ✅ Open work orders updated with status and photos
- ✅ Upcoming lease ends and renewals reviewed
- ✅ Turnovers on schedule
- ✅ Recurring maintenance due this month booked
- ✅ Vendor invoices matched to work orders
- ✅ Owner questions answered within one business day
Landlord–tenant law, notice periods, deposits and licensing rules differ by province and state. Follow the rules where your properties are.