Best Practices for Property Managers to Find Construction and Maintenance Contractors

Finding reliable construction and maintenance contractors is one of the most important responsibilities of a property manager. Contractors directly impact tenant satisfaction, property value, operating costs, safety, and long-term asset performance.

According to industry studies, maintenance and repair expenses typically account for 15% to 30% of a property's annual operating budget. Poor workmanship, project delays, and contractor performance issues can quickly increase costs while creating frustration for tenants and owners.

While the market is filled with construction and maintenance contractors, and the number of firms continues to grow, finding contractors with the right experience, financial stability, qualifications, and service capabilities is often much more difficult. Not every contractor is equipped to meet the demands of occupied commercial, industrial, healthcare, retail, or residential properties.

Industry data also shows a persistent shortage of skilled construction labor. Associated Builders and Contractors (ABC) estimates the construction industry needs nearly 400,000 additional workers in 2026 to meet demand. As a result, many reputable contractors are operating at or near capacity, making it increasingly challenging for property managers to secure qualified resources when they are needed.

The best property managers take a proactive approach to contractor selection. Rather than waiting until a repair, renovation, or emergency occurs, they build relationships with qualified contractors and contractor sourcing specialists in advance. This helps improve response times and reduces the risks associated with hiring contractors.

Price should never be the only factor in contractor selection. Experience, workmanship, safety performance, communication, and reliability often provide a better measure of long-term value than the lowest bid.

Property managers should also look for contractors experienced in working within occupied facilities. These contractors understand how to minimize disruptions, maintain safe work environments, and coordinate activities around tenants and daily operations.

Before awarding work, property managers should verify licenses, insurance coverage, safety records, certifications, and references. Thorough due diligence helps reduce risk and increases the likelihood of successful project outcomes.

Communication is another key indicator of contractor quality. Contractors who respond promptly, provide detailed proposals, and communicate proactively throughout the project are often better positioned to deliver consistent results.

Developing long-term relationships with trusted contractors can provide significant advantages. Established partners often offer greater accountability, faster response times, and a better understanding of a property's unique requirements.

For property managers who need assistance identifying qualified contractors, RWA provides no-cost project planning and project management, along with direct access to a nationwide network of vetted, pre-qualified construction and maintenance professionals. RWA connects property managers with contractors that match their project requirements, helping reduce risk, save time, and improve project outcomes.

Author: Randy Woodard, CEO - RWA

RWA is a business development firm dedicated to helping construction industry companies overcome growth challenges, identify new opportunities, and improve sales and business development performance.

To learn more about RWA visit www.randywoodard.net or contact Randy at randy@randywoodard.net.