As a property owner, choosing the right property manager to look after your assets is one of the most important decisions you will make. With the wrong property manager, you risk dissatisfied tenants, maintenance issues, and even loss of income. When selecting a property manager, you must consider their experience, business practices, fees, and responsiveness. This article provides key factors to assess when deciding if a prospective property manager is truly the ideal fit for your needs as an owner. By evaluating these aspects thoroughly, you can have confidence you are selecting a partner that will care for your property as you would and contribute to your long-term investment success.

Understanding the Role of a Property Manager for Owners

Day-to-Day Operations
As an owner, hiring a property manager will relieve you of the day-to-day responsibilities of managing your real estate. They will oversee essential tasks like marketing and leasing units, collecting rent, handling maintenance and repairs. A good property manager has experience handling the needs of both tenants and owners, ensuring your property is well-maintained and tenancy obligations are fulfilled.
Tenant Screening and Selection
One of the most important roles of a property manager is finding and screening suitable tenants. They have access to tenant screening services to verify applicants’ identities, employment, credit reports and background checks. By assessing applicants objectively based on pre-set criteria, they can select tenants that will respect the terms of the lease and pay rent reliably. For owners, this helps minimise risks like non-payment, property damage or legal disputes.
Rent Collection and Accounting
An experienced property manager will collect rent, pay bills and provide regular financial reporting. They handle tasks like setting market-rate rents, collecting and depositing rent, and pursuing late payments. Property managers also maintain records of income and expenses, and provide owners with monthly or quarterly statements summarising the property’s financial performance. By outsourcing these financial responsibilities, owners are assured rents are collected and the property’s finances are in order.
Industry Knowledge and Legal Compliance
Laws regarding property management change frequently. Property managers stay up-to-date with legislation around tenant screening, leases, rent rates, security deposits, and more. They draft and execute legally compliant leases, and follow proper procedures for screening applicants, increasing rent, or pursuing evictions. For owners, this expertise and diligence ensures your property is managed responsibly and within the boundaries of the law.
In summary, a competent property manager acts as an intermediary between you and your investment property. By handling key responsibilities and providing professional guidance, they allow you to focus on long-term strategy while maximising returns and minimising risks. With the right property manager, owners can achieve the benefits of real estate investment with greater confidence and peace of mind.

Top Skills and Qualities to Look for in a Property Manager

Excellent Communication
An effective property manager should have superior communication skills, both verbal and written. They need to be able to communicate clearly with tenants, contractors, and owners. Look for a manager who responds to calls and emails promptly, and provides updates on issues regularly. They should also have strong conflict resolution abilities to handle tenant complaints and disputes.
Knowledge of Property Law and Regulations
Property managers must understand landlord-tenant laws, health and safety codes, and fair housing regulations. They need to ensure all legal requirements are met to avoid potential lawsuits or penalties. Look for a manager with proper certifications and check their track record to ensure no major legal issues.
Well-Organised and Detail-Oriented
A good property manager should be very organized and detail-oriented. They need to keep accurate records of income and expenses, maintenance requests, and tenant information. They must ensure rent is collected on time, bills are paid, and any reported issues are addressed quickly. Look for a manager that uses property management software to keep all details organized in one place.
Experience and References
Choose a property manager with several years of experience managing similar properties. Ask for references from current and previous clients to get reviews of their work. Check if any major complaints were filed against them. Experience and positive references show the manager can handle the job and responsibilities that come with the role.
With the right skills and experience, a property manager can handle the day-to-day tasks of running your rental investments so you can focus on higher-level growth. Conduct thorough vetting and reference checks to find a manager you can trust with your valuable assets.

Questions to Ask When Interviewing Potential Property Managers

When interviewing prospective property managers, inquiring about their experience, expertise, and business practices is essential to determining if they are the ideal candidate to oversee your investment.
How long have you been managing properties?
An experienced property manager will have a proven track record of effectively handling various responsibilities and scenarios. Ask about the number of years they have been managing properties, as well as the types of properties they have experience with.
What services do you provide?
Property management encompasses a wide range of duties. Inquire about specific services offered, such as advertising vacancies, screening and selecting tenants, handling maintenance and repairs, collecting rent, and enforcing leases. Clarify any services you expect that they do not currently provide.
How do you screen and select tenants?
One of the most important roles of a property manager is choosing responsible tenants. Ask about their tenant screening process, including background and credit checks. Ensure their standards align with your requirements to avoid potential issues.
How do you handle maintenance and repairs?
Managing maintenance and repairs is essential to optimizing your property’s condition and tenant satisfaction. Discuss how they identify, prioritize and resolve issues. Ask about their relationships with contractors and if they oversee work to ensure high quality and cost-effective solutions.
What are your fees and how are they structured?
Property management fees vary but typically include a percentage of rent charged each month. Ask about additional fees for services like advertising vacancies, tenant screening or overseeing maintenance. Make sure all fees and the services they cover are clearly outlined in the management agreement before signing a contract.
Interviewing potential candidates and asking the right questions will help give you confidence in your decision and peace of mind that your property is in good hands. Choose a manager that suitably demonstrates experience, a comprehensive range of high-quality services and a proven process for fulfilling their responsibilities. With the ideal manager overseeing your investment, you can relax knowing every aspect is professionally handled.
Checking References to Ensure They Are the Right Fit
When choosing a property manager, contacting previous clients to check references is crucial. Speaking with other property owners who have worked with the company can provide valuable insight into their level of service that generic marketing materials may lack.
Ask Open-Ended Questions
Prepare a list of questions in advance that encourage detailed responses, rather than just ‘yes’ or ‘no’ answers. For example, ask ‘How did the property manager handle emergency repairs or tenant complaints?’ rather than ‘Were they responsive?’ Follow up with requests for specific examples. The responses will help determine if the manager’s procedures and communication style align with your needs and expectations as an owner.
Get Multiple References
Don’t rely on the references provided directly by the property management company. Do independent research on review sites like Yelp or Google Reviews to find other clients. Contact at least three or more references with a mix of long-term and recent clients to get a balanced perspective. Look for consistent feedback on the manager’s strengths and weaknesses.
Consider Both Positive and Negative Reviews
While numerous negative reviews should raise red flags, no company will please every client every time. Look for how the property manager responded to issues or complaints. A reasonable number of positive reviews mentioning specific examples of good service are also a good sign. Weight the factors that are most important for your needs.
Discuss Contracts and Fees
Speaking with other property owners is also an opportunity to learn more about the company’s standard contracts, fees, and billing procedures. Make sure their terms and costs align with the average for your area to ensure you receive good value. Clarify any questions you may have about their services before signing a contract.
Checking references requires time and effort but can help avoid costly mistakes in hiring the wrong property manager. Speaking directly with other clients provides insights that simple marketing brochures cannot. With the right questions and a critical eye, you can determine if a manager meets both your needs and standards for good service, so you can have a productive working relationship and maximise your returns.

Setting Clear Expectations and Metrics for Success

Define Responsibilities and Scope Upfront
As property owners, clearly communicating your expectations to potential managers regarding responsibilities and scope of work is key. Provide detailed descriptions of exactly what you need in terms of day-to-day operations, administrative duties, tenant relations, and financial oversight. Ask candidates how they would approach and prioritize these areas to determine alignment with your needs. Come prepared with a list of specific questions about their relevant experience and qualifications. Gaining assurance that responsibilities and scope will be handled professionally from the outset will give your relationship the best chance of success.
Set Quantitative Targets
Work with your chosen manager to establish key performance indicators (KPIs) and targets to measure success. These may include occupancy rates, rent collection percentages, tenant retention, and operating expense ratios. Set targets that are ambitious yet realistic based on your property type and location. Review actual performance versus targets regularly and make adjustments as needed to keep your manager accountable. Consistently achieving KPIs demonstrates effective management and will give you confidence in the partnership.
Conduct Performance Reviews
Schedule performance reviews at least annually to formally discuss how well your manager is achieving the expectations and targets you have put in place. Be open and honest in your feedback, highlighting both strengths and any areas needing improvement. Use these reviews as an opportunity to revisit responsibilities and targets and make any necessary changes to optimally position your property for success going forward. Your manager should come prepared to discuss their own assessment of the property’s performance and any concerns. Performance reviews keep the lines of communication open and the partnership strong.
Managing investment property requires effort and expertise. By choosing a manager carefully, providing clear direction, setting measurable targets, and conducting regular performance monitoring, owners can feel at ease knowing their valuable assets are in good hands. Open communication and a shared commitment to excellence form the foundation for a mutually beneficial long-term relationship.
In summary, finding the right property manager is crucial for your success as an owner. Take the time to thoroughly vet candidates, checking references and looking for someone experienced, responsive and knowledgeable. Meet in person to evaluate their professionalism and communication skills. Ensure they have effective processes and use technology to keep you informed. Negotiate a clear contract that aligns with your goals. With the proper oversight and relationship, a property manager can be an invaluable partner, optimising your investment and giving you peace of mind. Though it takes diligence to find the ideal fit, the return in reduced stress and maximised revenue makes the effort worthwhile.