Building Maintenance: Your Complete Guide to Property Upkeep

Building maintenance is the systematic upkeep of a building’s components to ensure its smooth operation. It’s vital for maintaining customer satisfaction by ensuring facilities are functional and well-maintained, leading to a positive experience for building occupants. Whether you’re a commercial or residential building owner, you’re required to maintain your buildings in compliance with your City’s Construction Codes.

Additionally, building maintenance contributes to operational efficiency by identifying and addressing facility maintenance issues proactively, reducing downtime and costly repairs, and improving energy efficiency.

In this article, we’ll talk about the various aspects of building maintenance, including its different types, the roles and responsibilities of personnel involved, 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.

Roles and Responsibilities of Building Maintenance Personnel

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

Maintenance Technicians

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

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

Managers are responsible for the overall maintenance strategy and budgeting. They collaborate with other departments to prioritize maintenance needs, allocate resources effectively and implement long-term maintenance 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 tenants, 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

Emergency maintenance is for those urgent situations that can’t wait. Think of burst pipes, power outages or elevator breakdowns. These situations require immediate attention to prevent further damage and ensure the safety and comfort of building occupants.

Corrective Maintenance

Corrective maintenance kicks in when something goes wrong. It’s about fixing issues that have been identified through inspections or reported by occupants. This could include repairing a leaking pipe, replacing a faulty light fixture or fixing an electrical fault.

Preventive Maintenance

Preventive maintenance is 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 of assets like HVAC systems, elevators and generators ensure they operate efficiently and have a longer lifespan, saving you from costly replacements.
• 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. By addressing maintenance issues promptly and proactively, you create a comfortable and functional space that enhances satisfaction and promotes 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

Lighting plays a crucial role in creating a safe and welcoming environment within a building. Regular checks and timely replacements of lighting fixtures are essential to ensure that spaces are well-lit and free from potential hazards. Properly maintained lighting not only enhances visibility but also contributes to occupant safety, productivity and overall 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 are paramount to prevent leaks, water damage 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.

Additionally, addressing normal repairs promptly is crucial in preventing minor issues from escalating into major problems that could disrupt operations and incur significant costs. 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 property maintenance software, you can streamline your operations and keep everything running smoothly.

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. 

By automating tasks, you enhance your efficiency, reduce the likelihood of errors and allow your team members to focus on critical activities, thereby boosting 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 your team, 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.