Building Maintenance: Your Complete Guide to Property Upkeep

Building maintenance involves systematically caring for a facility’s components to ensure smooth operation. It’s a must for maintaining customer satisfaction. Plus, it’s mandatory for both residential and commercial property owners to stay in compliance with their City’s Construction Codes.

Proactive building maintenance also boosts operational efficiency, cuts downtime and improves energy use — all of which support the bottom line.

Read on to learn about the various building maintenance types, job roles and responsibilities, and the importance of leveraging modern maintenance management solutions. 

What Is Building Maintenance?

Building maintenance is all about keeping a building in good shape so it can function properly and safely. Building maintenance encompasses a wide range of emergency, corrective and preventive maintenance tasks.

This includes everything from fixing leaky pipes to making sure the heating and cooling systems work efficiently. For instance, it can involve routine maintenance to all assets in common areas, (light bulbs, fire alarms, etc.) or simply cleaning walkways and servicing elevators to ensure they operate smoothly and safely. It could also include maintaining the HVAC system to keep the building at a comfortable temperature year-round. Additionally, tasks like repairing leaky roofs, painting walls and replacing worn-out flooring fall under the umbrella of commercial building maintenance.

Building Maintenance Jobs & Responsibilities

Effective building maintenance relies on a well-coordinated team effort. These are the key maintenance jobs involved:

Maintenance Technicians

Maintenance technicians are the backbone of facility maintenance. They’re responsible for carrying out routine inspections, doing preventive maintenance and quickly resolving any problems or malfunctions. They’re skilled in various areas such as air-conditioning systems, plumbing, electrical systems and general repairs.

Maintenance Supervisors

Maintenance supervisors oversee the daily operations of the maintenance team. Their role involves assigning work orders, managing schedules, ensuring compliance with OSHA standards, and providing guidance and support to maintenance workers. Supervisors play a crucial role in maintaining productivity and efficiency within building maintenance services.

Maintenance Managers

Maintenance managers are responsible for overseeing and maintaining a building and its assets. They collaborate with other departments to prioritize maintenance needs and implement long-term plans. They also analyze data and trends to make informed decisions that optimize building performance and reduce costs. 

Maintenance Specialists

Specialists bring specialized skills and expertise to the maintenance team. These may include HVAC specialists, electricians, plumbers, carpenters and other maintenance technicians with specific knowledge in their respective specialties. Specialists can either be in-house maintenance personnel or outsourced from service providers.

Administrative Staff

Administrative staff serve as a bridge between property owners and tenants or occupants. Think front-desk assistants or concierges. They’re often the first point of contact with tenants and handle communication regarding maintenance activities and liaise with the maintenance team to make sure they’re aware of any issues.

Janitorial Staff

Janitors provide janitorial services across the building. This involves the clean up of communal areas (mopping, vacuuming, etc.), and they may even provide cleaning services to individual residents.

Types of Building Maintenance

When it comes to keeping a building in top-notch condition, there are three main types of maintenance: emergency, corrective and preventive maintenance.

• Emergency maintenance: For those urgent situations that can’t wait. Think of burst pipes, power outages or elevator breakdowns. These situations need immediate attention to prevent damage and ensure occupant safety.
• Corrective maintenance: Kicks in when something goes wrong. It involves fixing issues found during inspections or reported by occupants. This could include repairing a leaking pipe, replacing a faulty light fixture or fixing an electrical fault.
• Preventive maintenance: All about staying ahead of potential problems. It involves regular inspections, cleaning and minor repairs to keep everything running smoothly. For example, changing HVAC filters regularly or lubricating machinery to prevent wear and tear are common preventive maintenance tasks.

Why Is Building Maintenance Important?

Building maintenance is the backbone of property management, ensuring that assets are well-maintained, occupants are safe and satisfied, and costs are managed effectively. Here are some key reasons why it’s important:

• Asset management: It’s crucial to preserve the value and functionality of your property. Regular maintenance on assets like HVAC systems, elevators and generators ensures they run efficiently and last longer.
• Occupant safety (compliance): Maintaining a safe environment is a legal requirement. Compliance with safety regulations through routine inspections and maintenance of fire systems, electrical wiring and structural integrity ensures the well-being of occupants.
• Occupant satisfaction: Happy occupants lead to higher retention rates and positive word-of-mouth. Address maintenance issues promptly to create a comfortable space and build a positive reputation.
• Cost savings: It’s common knowledge that preventive maintenance is far more cost-effective than emergency repairs. Regular maintenance and inspections lower the likelihood of unexpected malfunctions or breakdowns, which can be much more costly to repair.
• Equipment longevity: Preventive maintenance is also known to help increase asset lifespan.

Key Building Components That Require Maintenance

Here are several building components that require a variety of tasks under the building maintenance umbrella.

Asset Maintenance

Asset maintenance is crucial to your building’s operational efficiency and occupant comfort. Here are some of the assets you need to maintain:

• HVAC systems: These are the heart of your building’s climate control. Regular maintenance ensures they run efficiently, keeping occupants comfortable while minimizing energy costs.
• Elevators: Obviously, elevators are vital for vertical movement within buildings. Maintenance prevents breakdowns and ensures safety for occupants.
• Boilers: Essential for heating systems, boilers require periodic checks to avoid disruptions and maintain energy efficiency.
• Generator: Providing backup power during outages, a generator should undergo regular maintenance to ensure it functions reliably when needed.

Structural Maintenance

Structural maintenance is important to building owners. Each state has structural maintenance regulations that you have to comply with. For instance, New York City building owners are required to make immediate repairs to any structural issues in a building.

• Doors: Regular checks and repairs prevent security risks and maintain smooth operation.
• Hallways: Ensure safety and aesthetics by addressing issues like flooring damage or lighting problems.
• Floors: Maintenance prevents slips and falls, as well as preserves the appearance and functionality of floors.
• Walls: Addressing cracks or leaks maintains structural integrity and prevents water damage.
• Roofs: Regular inspections and repairs prevent leaks and structural issues.
• Windows: Proper maintenance ensures energy efficiency and enhances building aesthetics.
• Gutters: Prevent water damage and flooding by keeping gutters clear and functional.
• Drainage: Ensure proper drainage to avoid water buildup and structural damage.

Exterior Property Maintenance

When it comes to maintaining a commercial building, the exterior is just as important as the interior. Exterior property maintenance (sometimes referred to as grounds maintenance) includes a range of tasks aimed at preserving the functionality, safety and aesthetics of the building’s external areas. From driveways to landscaping, each element plays a crucial role in creating a positive first impression and ensuring a safe environment for occupants and visitors.

• Driveways: Regular maintenance preserves functionality and appearance.
• Sidewalks: Ensure safety and accessibility by addressing cracks or uneven surfaces.
• Parking lot: Maintenance prevents potholes and ensures proper traffic flow.
• Landscaping: Regular care enhances curb appeal and creates a pleasant environment for occupants.

Electrical Maintenance

Electrical maintenance plays a crucial role in creating a safe and welcoming environment within a building. Regular checks and replacements of lighting fixtures ensure well-lit and safe spaces. Properly maintained lighting enhances visibility, occupant safety, and satisfaction.

Plumbing System Maintenance

The plumbing system is a vital component of any building, responsible for delivering clean water and managing wastewater. Regular inspections and proactive repairs prevent leaks and plumbing emergencies. By addressing potential issues early on, property managers can avoid costly repairs, maintain water efficiency and ensure the comfort and well-being of occupants.

General Maintenance

General maintenance encompasses a range of tasks aimed at preserving the overall cleanliness, functionality and aesthetics of a building. Regular cleaning routines are essential to maintain a hygienic environment, prevent the spread of germs and create a positive impression among occupants and visitors.

Promptly addressing repairs prevents minor issues from becoming costly problems. Proactive maintenance practices contribute to the longevity of building assets and the overall satisfaction of occupants.

Building Maintenance Software

Building maintenance doesn’t have to be a headache. With the right building maintenance software, you can streamline your operations and keep everything running smoothly. Here are a few benefits of digitizing your process:

• Schedule maintenance with ease: Say goodbye to manual scheduling headaches. You need to be able to create and manage maintenance schedules effortlessly. Whether it’s routine inspections or ad-hoc repairs, you should be able to schedule tasks with just a few clicks.
• Track everything in one place: No more shuffling through endless paperwork or spreadsheets. You need to track all your maintenance activities in one centralized system. From work orders to asset maintenance history, everything needs to be organized and easily accessible.
• Generate detailed reports: Need to track your maintenance spend? Or maybe you’re preparing for that mid-year audit. Either way, you need to be able to generate detailed reports on maintenance activities, costs and performance metrics to showcase your team’s achievements and areas for improvement.

Automating tasks improves efficiency, reduces errors and boosts team productivity. Moreover, maintenance software provides real-time data and analytics, enabling informed decision-making and driving overall performance improvements in maintenance operations.

Manage Building Maintenance With Coast

Imagine having all your maintenance tasks organized, scheduled and tracked in one place. No more scattered spreadsheets or missed inspections. Streamline your building operations, saving you time, money and eliminating headaches.

With Coast, you can easily assign tasks to team members, track progress in real-time and generate detailed reports with just a few clicks. Sign up for a free trial now and take the first step toward smoother operations and happier tenants.