What staff roles keep a property management company running day to day?
Look for a property manager or two who run buildings, someone handling rent collection and accounts, maintenance coordination, leasing support and a person who answers tenant calls. In a small firm one person may cover several of these. Find out who does what and who knows the systems.
Ask for an organization chart, then ask for the real one. In a small firm, the chart may not match who does the work. Learn who answers after-hours emergencies, who inspects buildings, who handles rent arrears and who talks to owners. Those duties matter more than job titles.
Group the roles. Operations includes the managers who deal with owners and buildings. Administration covers accounting, rent collection, insurance paperwork and filing. Maintenance coordination dispatches vendors and follows up. Leasing and tenant service fill vacancies and handle questions. Check which roles are full-time, part-time or outsourced.
Next, find the single points of failure. If only one person understands the accounting system, the owner-reporting routine or the key client relationships, you have a dependency to plan around. Ask who would cover each person on vacation or if they left, and whether that backup has ever been tested during a busy week. Meet the staff before closing if the seller permits. Ask what they like and dislike about the work and what they would change. Talk to the seller about compensation, tenure and any informal promises. Your lawyer can advise on employment terms that carry over.
Key takeaways
- Ask who actually does each job, not just what the chart shows.
- Identify roles held by one person and decide how you would cover them.
- Meet key staff before closing and ask what they would change.
- Ask the seller which duties the owner still performs personally every week.
Related reading
12 pages on the same subject, grouped by topic.
Buying
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- Expert answerWhat do I inherit if I hire the seller’s staff in British Columbia?
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Sources
This answer is checked against primary sources. Links were last confirmed on the dates shown.
- 01Business Development Bank of CanadaGovernmentHow to conduct due diligence when buying a business
- 02Business Development Bank of CanadaGovernmentAfter buying a business, what is the next step?
- 03Business Development Bank of CanadaGovernmentUnderstanding post-merger operational integration
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