Property Management Responsibilities: Repairs, Maintenance, and Timelines

Published 2 February 2024

The responsibilities of property owners can be demanding. Property owners are required to manage all things property-related, from repairs and maintenance to tenant agreements. If you are overwhelmed, you may wonder how a property management company can assist you with your property needs. This guide will help you to understand the roles and responsibilities of a property management company and how they can minimise your challenges while maximising your success.

What is a Property Management Company?

In basic terms, a property manager will manage all aspects of a rental property on behalf of the landlord. A property manager can be responsible for all properties, from residential homes to commercial units. If you can picture every aspect of running a rental property, then that is what a property manager will do for you.

The Four Functions of Management

Four essential management functions have been identified: planning, organising, leading, and controlling. To be successful, property managers should adopt the four functions when managing their clients’ rental property

Planning

Property managers should spend their initial period planning their goals and objectives, analysing the current business performance, and getting a good understanding of their customers and competitors. Property managers can devise strategies that best suit their clients’ needs by evaluating the existing rental property.

Organising

The organising stage is all about property manager companies putting their plan into action to achieve their goals and objectives. Property managers should create a strategy for repairs and maintenance.

Leading

Property management companies are responsible for making decisions and problem-solving on behalf of the landlord. Property managers will lead the maintenance upkeep and source help to carry out repairs.

Controlling

Controlling is the process of analysing the current performance of their plan and making some adjustments to achieve the overall goal. The property manager should regularly refresh the property to satisfy the needs of its tenants.

Responsibilities of Property Managers

Property managers are responsible for all aspects of the rental property as if it were their own.

Responsibilities include:

  • Repairs
  • Maintenance
  • General upkeep of the property
  • Tenancy contracts
  • Timely rent collection
  • Marketing the property
  • Keeping the landlord informed

Do Property Management Companies Pay for Repairs?

The property manager is responsible for running the rental property and its day-to-day operations, such as repairs and overall maintenance; however, the property owner must cover the costs.

Property managers will use funds from a reserve account set up by a landlord. The purpose of a reserve fund is for a property manager to utilise it when repairs are required. A portion of the rent collected will go towards rebuilding the reserve fund afterward.

Some common repairs that a property manager may be responsible for include:

  • Interior maintenance, such as touching up paintwork and replacing damaged light fixtures
  • Plumbing and electrical repairs, such as faulty wiring and leaks
  • Exterior maintenance, such as replacing broken fencing or doors
  • Safety repairs such as broken door locks or a defective handrail

How Long Does a Property Manager Have to Make Repairs?

No UK law states the time a property manager has to make repairs. However, repairs should ideally be completed within 2 weeks. Depending on the urgency of repair, it will also depend on how fast the property manager will inspect it. For example, suppose the rental property’s central heating system ceases functioning during winter. In that case, the property manager should aim to rectify the problem urgently, as the tenant should not be without heating in the colder months of the year.

Expectations of Your Property Manager

Your property manager should:

Conduct Routine Inspections

Property managers can keep on top of maintenance and repairs on the property by conducting routine inspections. Once a tenant reports an issue, they should inspect the property themselves.

Determine Repairs & Budget

Once a property manager has inspected a rental property, they may determine that there is work to carry out. Firstly, they should choose the work scope before consulting the landlord with the estimated repair costs. They may need to access the reserve fund account to pay for the repairs.

Outsource Help

Property managers may hire contractors or service providers to perform the essential maintenance on the rental property. Property managers should coordinate repairs with contractors and tenants to ensure that repairs are efficient while adhering to safety regulations.

Property Manager Responsibility FAQs

Why Should I Use a Property Management Company?

For landlords who do not have the time and energy to devote to their rental property, a property manager will take the work off your hands by collecting rent, completing repairs and routine maintenance, and managing tenancy contracts, while maximising your income.

Who regulates Property Management Companies?

There are several different regulators for property management companies. Some of the most common regulators include:

  • Royal Institute of Chartered Surveyors (RICS)
  • Association of Residential Managing Agents (ARMA)
  • Association of Residential Letting Agents (ARLA)
  • The Property Ombudsman

Can you change Property Management Companies?

In most cases, when you commit to using a property management company, you must sign a contract with a minimum term. Before deciding whether to change companies, consider what issues you are having and raise them with your current property manager, as they may be able to solve your problems. If you still wish to change, then check over your contract and look for alternative property managers.

LevelUp – The Property Manager for you

At LevelUp, we take our responsibility as property managers very seriously. We have a wealth of experience and are happy to discuss any property management needs you have. We offer letting services, corporate portfolio management, and block management. Whether you are a property enthusiast or a struggling landlord, we are here to help.

Learn More about Property Management