Behind the Scenes of Property Management: The Daily Tasks That Keep Communities Running

We were originally planning to talk about decorating our office, but we thought it would be a great opportunity to give you a behind-the-scenes look at what really goes on in property management! Property management is so much more than just a job—it’s a constantly changing role with a lot of tasks to juggle. At Florida Management Pro’s, Inc., we handle everything from maintenance requests and vendor coordination to managing communication with board members, homeowners, tenants, and overseeing parking enforcement and more. Our team is also responsible for processing applications, managing finances, and keeping the community informed. In this post, we’ll give you a glimpse into the daily tasks that keep our communities running smoothly, all while ensuring that every detail is handled with care.

Managing Maintenance Requests & Vendor Coordination

Addressing maintenance requests and coordinating with vendors is a significant part of property management. Whether it’s irrigation issues, plumbing concerns, electrical work, or roof repairs, we handle it all. We receive these maintenance requests by email or phone, keeping a paper trail for documentation. Some boards have approved vendors we can call directly, while others require us to email them for approval and next steps. In addition, we manage multiple vendor services, such as landscaping, pest control, HVAC, and parking enforcement. We ensure all work is completed on time, within budget, and to the highest standards, following up diligently to keep everything on track.

Communicating with the Board & Managing Association Finances

Clear and consistent communication with the board is essential to ensure that everything aligns with the community’s goals. We keep the board informed through regular updates, financial reports, addressing concerns, and facilitating bill approvals. We schedule board meetings, prepare agendas, and ensure all necessary documents are ready so the board can make informed decisions. On top of communication, we handle association finances, including processing and invoicing maintenance fee payments, paying bills (utilities, insurance, landscaping), and managing accounts. We ensure everything is paid on time and properly recorded, keeping the community’s finances on track.

Processing Applications for Prospective Buyers and Renters

An important aspect of property management is processing applications for prospective buyers and renters. From reviewing applications and running background checks to ensuring compliance with community guidelines, we manage the entire process. We communicate with applicants, answer their questions, and ensure everything is in order before moving forward with the approval process with the board of directors. Our goal is to ensure the process is smooth, transparent, and efficient for all involved.

Addressing Homeowner Concerns

As property managers, we’re always ready to address any concerns homeowners or tenants might have. Whether it’s a noise complaint, a question about community rules, a maintenance issue, going over a statement of their account, or addressing violations of community guidelines, we resolve problems quickly and fairly. Our goal is to keep everyone happy, so we make sure to listen, respond promptly, and work toward solutions that benefit everyone involved.

Keeping the Community Informed & Document Management

We also make sure the community stays informed about upcoming events, policy changes, meetings, and general updates. We rely on blast emails, website posts, and mailings to keep everyone updated. Clear communication ensures that homeowners and the management team are on the same page, fostering a sense of unity and trust. In addition, managing documents is a crucial part of property management. We keep records organized and easily accessible, whether it's vendor contracts, financial statements, or meeting minutes. We're transitioning to a paperless system, which will help us streamline the sharing and tracking of documents for the board and stakeholders.

Wrapping Up: A Day in the Life of Property Management

Property management is a dynamic, multifaceted job that requires attention to detail, excellent communication skills, and the ability to juggle multiple responsibilities. From handling maintenance requests to keeping the board informed, we work tirelessly to make sure our communities are well-maintained and run efficiently. As a family-owned business, we don’t have all the bells and whistles of larger companies, but that allows us to offer personalized service and direct communication with everyone involved. While this post covers many of our daily tasks, there are always other behind-the-scenes activities that come up. Our job is never finished, but knowing that we’re contributing to the health and success of a community makes all the hard work worthwhile.