Responding to maintenance requests from tenants promptly is something we prioritize at TCS Management. We understand the danger and expense that comes with deferred maintenance, and we also want to make sure we’re providing responsive and exceptional service to our residents.
We’ve invested in making repairs right away. Part of that process is receiving the requests from tenants, and the other part of that process is getting the approval we need from owners.
This is where you come in.
We understand that you’re busy. We know that you hire a Philadelphia property management team to take care of these things with minimal disruption to you. A lot of the owners and investors we work with live out of the area. Many are out of state and some are even out of the country.
We knew we’d need an approval process that is quick, intuitive, and proactive. In an effort to keep you informed and to get the work done quickly, we developed a digital authorization process that keeps our maintenance process responsive, cost-effective, and respectful.
Let’s take a look at how we handle the maintenance process and why it’s so effective for owners who want to protect the condition of their property while increasing its value.
Tenant Maintenance Requests
When tenants have an emergency, they’re instructed to call us. We have an emergency phone number that’s provided to all residents, and that phone line is answered by a live person 24 hours a day and seven days a week. Whether it’s a plumbing leak, a sewer issue, or some other disaster that poses an immediate threat to the tenants or your property, our operators understand how to handle the phone call and what to instruct the tenants to do.
Emergencies, obviously, require an immediate response, and we dispatch the appropriate vendor to the scene right away. The maintenance professionals we work with are willing to respond with the sense of urgency that a maintenance emergency requires. We’ve spent years building relationships with the best contractors in Philadelphia. They’re committed to working with us when we need the help.
For routine repairs, we ask that the requests come in through the tenant portal that we provide to tenants. This allows for written documentation, which helps us with transparency and accountability. It also keeps us more organized. We evaluate each repair need and send out the necessary vendors.
Owner Approval Process
We leverage our technology to manage the receipt of tenant maintenance requests, and we also use it to access your approval when the maintenance we need to do exceeds the amount of what we are pre-approved to spend without your authorization.
The rental properties we manage belong to owners and investors who are often non-local. Even if you’re here in Philadelphia, you’re likely not willing to micro-manage the maintenance that’s needed at your Philadelphia rental property.
It’s why you partner with us.
We’ve developed several procedures to help us ensure that you’re properly informed when maintenance is needed. This is part of our overall attention to keeping you up-to-date on everything from accounting reports and statements to rent rolls, to upcoming vacancies.
- Our system lets you know when rent has been deposited into your account.
- We let you know when we have feedback from prospective tenants who have seen your property while it’s vacant.
- We share balance sheets and ledger statements that track income and expenses.
Most importantly, we ask for digital approval when emergency repairs are needed. We don’t want to chase you down by phone. And, we don’t want to hold up especially important repairs that will mitigate further damage to your property. The timeline on emergency maintenance is compressed, and it moves quickly. We do not want to wait on essential work, and the digital approval we receive from our owners keeps the entire process moving.
We also use the digital authorization system when we have repair estimates that are higher than the delegated authority that owners have given us to spend.
As an owner, you can also supply a digital approval when there’s contractual maintenance that’s needed. If we suggest a landscaping service, for example, or pest control, you can agree to the contract by responding online, without any back and forth between us. It saves time, and ultimately, money.
Communication and Technology Lead to better Philadelphia Property Management
Our digital authorization process is innovative and effective. It ensures that the work that’s needed isn’t slowed down. It allows us to access our best vendors and contractors when we need them, and it allows you to be involved as an owner, without investing too much time. We are always available to talk about what we’re proposing to you, but if you know it’s something that’s necessary and worthwhile, you don’t have to take more than a minute or two to approve it.
The costs of what you authorized will show up in your next accounting statement, but you don’t have to wait for that. You can log onto your owner portal at any time and see invoices, copies of your approval, and detailed descriptions of the work that’s being done and the costs that have been incurred. It’s transparent and easy.
We prioritize communication. We invest in technology. This leads to a better rental experience for our residents, and a more profitable investment experience for our owners.
When you begin working with our team, we’ll have a detailed discussion about our maintenance process and why the digital authorization process works so well for all of us. You’ll be welcomed to ask questions and share concerns. We’ll never spend more money than you’re willing to approve, and we’ll always explain exactly why a repair is necessary.
Let’s talk about how we can help you maintain the condition and value of your property with our exceptional maintenance services. Contact us at TCS Management.
TCS Management is a full service property management company headquartered in Philadelphia, Pennsylvania, also serving Cherry Hill, NJ, Wilmington, Delaware, Nashville, Tennessee and the surrounding areas. We focus on single-family and multifamily residential property management of homes, condos, townhomes, and apartment buildings.
