Maintenance Coordination
Overview
Our property professionals are highly trained to ensure that buildings and landscaping areas are well cared for and present the most attractive curb appeal.
From regular maintenance supervision, to complex capital improvement projects and tenant fit-outs, ALDER manages all aspects of physical upkeep.
A customized program is set up for each asset. Each plan focuses on preventive maintenance, regular inspections, vendor oversight, tracking work orders and construction management.
Preventive Maintenance
Implementing a preventive maintenance program is essential to avoiding costly emergency repairs, equipment failure and prolonging the life of your physical property.
Small issues are identified before they become big problems. A minor roof leak can turn into a large roof failure causing extensive water damage and expensive bills.
Small parking lot cracks if neglected can turn into large pot holes. HVAC equipment can go down when units need maintenance, mechanisms need lubrication and filters require replacement.
Planning Saves Money. It’s That Simple.
We identify which items require preventative maintenance and inspections. ALDER collaborates with expert vendors and manufacturers where necessary to determine the frequency and scope of maintenance for each item in the program. A schedule of regular maintenance is then established and tracked accordingly.
The following is a list of equipment most often included in the maintenance program, along with a summary of work done for each item:
- HVAC Boilers, Cooling Towers, Pumps: Lubricate motors, change filters, regular cleaning, check gauges, thermostats, controls and sensors. Provide chemical treatment where required.
- Elevator: Examine, lubricate, adjust and repair/replace components as needed. Test for safety and clean cars and pits.
- Roofs, flashing and gutters: Inspect, repair and clean out rain gutters.
- Fire Extinguishers: Inspect and recharge.
- Fire & Smoke Alarms: Inspect and test system components and test batteries.
- Fire Sprinklers: Conduct water flow tests and inspect.
- Photocells: Inspect, test and clean.
- Storm Drains: Inspect and clean.
- Lawn Sprinklers: Inspect, test, replace heads, and reset timers.
- Generators: Transfer tests and engine exerciser observations, fluid inspection, filter replacement, hazmat removal and disposal.
- Exterior Doors: Inspect weather stripping, thresholds, hinges, door closers and locks.
- Parking Lot: Inspect for cracks and potholes.
- Pest Control: Provide regular treatments.
- Windows: Clean and inspect.
- Backflow Preventers: Test on an annual basis or as required by law.
- Metal & Marble: Clean and inspect.
- Balcony and Stairwell Railings: Inspect for secure fastening.
- Exterior of buildings: Inspect for wood rot, loose or damaged trim, paint deterioration and loose or damaged brink or siding.
- Exterior, Common Area and Signage Lighting: Inspect and adjust timers or photocells.
Regular Inspections
Property managers frequently visit properties to keep track of repair and maintenance issues and to maintain positive relationships with tenants. These visits are important to:
- Verify that scheduled preventive maintenance is being completed.
- Obtain feedback from tenants on the quality of service and onsite staff performance.
- Meet with vendors, contractors and onsite staff.
- Maintain a dialogue with tenants struggling to pay rent.
- Collaborate with leasing agents to make sure vacant units are ready to show prospective tenants.
Vendor Management
Stabilizing Costs and Reducing Liability with Vendor Contracts
Committing to annual contracts with vendors helps reduce the cost of services and increases the predictability of maintenance expenditures. We competitively bid out for all major property maintenance services including landscaping, cleaning, parking lot sweeping, elevator, fire alarm/sprinkler, and HVAC system maintenance.
Are Your Vendors Doing What They’re Supposed To?
We monitor and track the scope of work of all significant vendors. Each vendor contract is abstracted, providing a summary of the required frequency of visits and the scope of the vendor’s work. Management continually works to confirm that each vendor is living up to contractual obligations.
For example if a vendor is supposed to perform quarterly maintenance on an HVAC system, we track service dates to make sure they show up or call if a visit is overdue.
We also collect W-9s and professional licenses where required and audit vendor insurance certificates to ensure compliance with contracts.
Work Order Tracking
Managers make it a priority to respond quickly to tenant calls and emails.
We carefully track service requests related to tenants or common areas. Work orders are generated, categorized, prioritized and then assigned to onsite staff or outside vendors. They system allows for easy monitoring by management.
Construction Oversight
We coordinate, plan and manage construction projects from start to finish. Our construction-related services include oversight of capital improvement projects, such as parking lot replacements and reroofing, fitting out tenant spaces and comprehensive exterior renovations.
Curb Appeal and Efficient Building Functioning are Top Priorities
Property enhancements and capital improvement projects that improve overall curb appeal and make buildings run more efficiently are proposed and evaluated based on their projected return on investment.
We collaborate with general contractors, architects, engineers and other professionals to ensure each project is properly designed, adequately insured, permitted and completed within the project budget.
Oversight of Tenant’s Work
Plans, specifications and permits related to tenant’s construction are reviewed and approved prior to allowing work to begin. Before paying tenant improvement allowances, unconditional lien waivers are obtained from all general and sub-contractors. Final sign-offs and all certificates of occupancy or equivalent shall be provided.
We also review tenants’ signage and make sure municipal approvals are obtained.