Keep a reliable property and asset record
Maintain the property address, relevant plans and manuals, equipment identifiers, warranties, inspection and service records, contractor contacts, access arrangements and open work orders. Record the source and date of each item, and control access to tenant or owner information according to applicable privacy requirements.
Log reports and identify urgent concerns
Record the reporter, time, location, observed condition, photographs where appropriate, immediate actions and people notified. Do not diagnose a structural, electrical, fire, gas, water or health hazard from a brief report. Follow the property’s emergency procedure and contact emergency services or an appropriately qualified professional when the circumstances require it.
Prioritise with a qualified reviewer
Use the owner’s documented escalation criteria and a qualified facilities or building professional to assess risk, access restrictions, temporary controls and the required trade. Avoid generic online repair instructions for site-specific systems. Managers should not direct unqualified staff to inspect, isolate or repair equipment outside their competence.
Confirm legal duties for the location and property type
Maintenance duties differ between states and territories and between residential, commercial and other premises. Check the current legislation and regulator for the actual property and arrangement, and obtain qualified legal or building advice where obligations are unclear. Do not rely on a generic checklist as a compliance certificate.
Track work through close-out
For each approved job, record the issue, authority to proceed, agreed scope, contractor details, access, quote or variation approval, completion evidence and any follow-up recommended by the contractor. Keep cleaning and presentation work distinct from repairs, statutory inspections, certification and hazardous-material remediation.
