Working with Vendors & Service Providers

Learn how to effectively manage relationships with contractors, technicians, and service providers to ensure quality work and reliable property maintenance.

Why Vendor Management Matters

Ensure quality work and reliable service

Maintain competitive pricing and terms

Build long-term professional relationships

Streamline maintenance and repair processes

Vendor Selection & Vetting Process

Step 1: Identify Service Needs

Determine the specific service or repair needed

Assess urgency and timeline requirements

Define scope of work and quality expectations

Set budget constraints and payment terms

Step 2: Research & Recommendations

Ask for referrals from other property managers

Check online reviews and ratings

Verify licensing and insurance requirements

Research company history and experience

Step 3: Request Quotes & Proposals

Contact multiple vendors for the same service

Provide detailed scope of work to each vendor

Request written estimates with detailed breakdowns

Ask about warranties, guarantees, and timelines

Step 4: Evaluate & Select

Compare pricing, quality, and service offerings

Check references and past work examples

Assess communication and responsiveness

Consider long-term relationship potential

Building Your Vendor Database

Essential Vendor Information

• Company name and contact information
• Primary contact person and phone/email
• Services offered and specialties
• Licensing and insurance details
• Service areas and availability
• Pricing structure and payment terms
• Emergency contact procedures

Performance Tracking

• Work quality ratings and feedback
• Timeliness and reliability scores
• Communication effectiveness
• Cost competitiveness
• Problem resolution success rate
• Customer satisfaction ratings
• Repeat business frequency

Service Categories

• Plumbing and electrical services
• HVAC maintenance and repair
• General contractors and handymen
• Landscaping and exterior work
• Cleaning and janitorial services
• Pest control and extermination
• Emergency and 24/7 services

Compliance & Safety

• License verification and renewal dates
• Insurance coverage and limits
• Safety training and certifications
• Background checks and screening
• Drug testing policies
• Safety record and incident history
• Compliance with local regulations

Best Practices for Vendor Relationships

Communication

• Establish clear communication protocols
• Provide detailed work specifications
• Set expectations for timelines and quality
• Maintain regular contact and updates

Documentation

• Keep detailed records of all interactions
• Document work orders and change orders
• Maintain photo documentation of work
• Save all invoices and payment records

Quality Control

• Inspect completed work thoroughly
• Require warranties and guarantees
• Follow up on any issues promptly
• Provide feedback for improvement

Relationship Building

• Pay invoices promptly and fairly
• Provide positive feedback for good work
• Offer repeat business opportunities
• Refer vendors to other property managers