This document discusses maintenance procedures for managing properties, including basic maintenance types like routine, preventive, and corrective maintenance. It outlines the roles and responsibilities of property managers and maintenance personnel. Preventive maintenance and inspections are important to reduce costs and avoid service disruptions. Setting up a cost-efficient maintenance program requires cooperation and record keeping. Key aspects of successful maintenance management include tracking work requests, priorities, costs, and computer systems. Energy management also allows properties to reduce energy costs through conservation measures and an energy management plan.

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Managing Maintenance And
Construction
Siti Hasniza Binti Rosman
Universiti Teknologi MARA
(UiTM)
Table of Content
• Basic Maintenance Procedures
• The Property Manager And Maintenance
Personnel
• Preventive Maintenance And Maintenance
Program
• Setting Up A Cost-Efficient Maintenance
Program
• Key To Successful Maintenance Management
• Energy Management

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Basic Maintenance Procedures
1) Routine maintenance
2) Preventive maintenance
3) Corrective maintenance
4) New construction
Routine maintenance
• Regular housekeeping chores are the most
frequently recurring type of maintenance.
• For most multi-tenant buildings, residential or
commercial, the common areas and the grounds
around the buildings must be cleaned and
patrolled daily.
• Example: cleaning and housekeeping.

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Preventive maintenance
• Regular maintenance activities and routine
inspections of the building and its equipment
should be scheduled on a predetermined basis.
• Example: replacing air-conditioning filters on a
regular basis.
Corrective maintenance
• Corrective maintenance involves the actual
repairs that keep the building’s equipment,
utilities and amenities functioning as contracted
for by the tenants.
• Example: repairing a boiler, fixing a leaky faucet
and replacing a broken air-conditioning unit.

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New construction
• Often performed at the request and expense of
the tenant.
• Cosmetic maintenance is designed to increase
the marketability of the property.
• Upgrading/Renovation/Extension
• Refurbishment
The Property Manager And
Maintenance Personnel
1) Resident managers – responsibilities to
increase with the size of the building, this
individual should report directly to the
property manager.
2) On-site maintenance staff – to make sure
that the full-time staff is large enough to meet
the routine maintenance chores of the
building.

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The Property Manager And
Maintenance Personnel
3) Contract services – services performed by
outside persons on a regular basis for a
specified fee.
4) Hiring and firing maintenance
employees – the approval of hiring and firing
employees should be under the control of the
property manager or the owner’s agent and not
left entirely to the discretion of the resident
manager or superintendent.
Preventive Maintenance And
Maintenance Inspections
• Preventive maintenance has become a highly
developed set of procedures.
• It involves carefully scheduled maintenance
activities and prepared inspection forms that list
the important physical elements and systems of
the property.
• The purpose of preventive maintenance is
twofold – to cut down on repair and replacement
costs and to avoid interruptions in service to the
tenants.

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Preventive Maintenance And
Maintenance Inspections
• Routine Inspection
 The manager’s first responsibility is to be
aware of the overall condition and operations
of each property under his or her care.
 The manager’s effectiveness as a maintenance
administrator will depend on the
thoroughness of routine inspections and on
the ability to pinpoint and correct laxness in
the maintenance team.
Preventive Maintenance And
Maintenance Inspections
• Maintenance Requests
 The property manager should tell all tenants
to report problems and maintenance needs
immediately to the management or building
office, preferably in writing.
 Tenants should be personally thanked by the
manager for passing on information about
needed repairs in their rented space or public
areas, even if the manager was already aware
of the condition.

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Setting Up A Cost-Efficient
Maintenance Program
• A program to reduce maintenance costs is not
easily engineered, implemented or maintained.
• It requires the cooperation of all persons
involved in the management of the property
from the resident manager or superintendent to
the maintenance crew.
Setting Up A Cost-Efficient
Maintenance Program
• Designing the program
 Prepare an inventory of equipment and
building.
 Determine necessary maintenance tasks.
 Calculate the cost.
 Scheduled the tasks.
 Keep records.

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Setting Up A Cost-Efficient
Maintenance Program
• Control plans
 Short-term plans – redecorating, landscaping
and supplying stocks offer short-range
opportunities to exercise cost control.
 Long-term plans – to identify opportunities to
save an operational expenses.
Key To Successful Maintenance
Management
• Knowing what needs to be done, who is doing it,
how much its costs and was the job done right.

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Key To Successful Maintenance
Management
• Information required to handle
maintenance requests
1) Scope of the job
2) Location of the job
3) Job priorities
4) Method to accomplish each job
5) Materials needed
6) Number of personnel
7) Hours of work performed
Key To Successful Maintenance
Management
• Computer software
 To assist the manager when scheduling
requested repairs, tracking time and cost of
repairs, and scheduling regular preventive
maintenance.

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Energy Management
• Energy costs are increasing at a rapid pace, yet
with effective planning and management, a
property manager can demonstrate his or her
professional ability and achieve dramatic
savings.
• The manager should begin by meeting with
maintenance personnel to solicit their
recommendations.
Energy Management
• Conservation measures
 Extensive programs of replacing or upgrading
HVAC equipment (called retro-fitting), that
often are controlled and monitored by a
computer.

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Energy Management
• Instituting an energy management plan
 Convert consumption costs into unit costs for
each type of energy used.
 Lighting, heating, refrigeration, etc. should be
calculated separately.
 Select areas where savings appear possible.
 List various method of effecting savings and
determine the cost of each.
 Analyze each method to determine cost-
effectiveness using the payback method and
life-cycle costing.
Energy Management
• Instituting an energy management plan
 Select the method to be used.
 Prepare a plan for implementation, including
sequence and timing.
 Execute the plan.

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Energy Management
• Gaining the owner’s approval
 The property manager must explain the
recommendations in terms of dollars and
cents.
 The cost of each part of the plan must be
calculated and the payback period
established.
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