Manage property repairs efficiently with our robust "Property Management Work Order Template", designed for seamless coordination, quality check & timely execution.
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Receive Work Order Request
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Verify Tenant's Details
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Identify the Nature of Repair/Service Required
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Estimate Cost of Repair/Service
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Approval: Cost Estimation
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Assign Suitable Contractor
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Schedule Work Order
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Notify Tenant about Scheduled Work Order
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Send Work Order to Contractor
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Monitor Work Progress
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Quality Inspection of Work Done
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Approval: Quality Inspection
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Receive and Verify Contractor's Invoice
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Approval: Contractor's Invoice
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Pay Contractor
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Update Work Order in Property Management System
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Notify Tenant about Work Order Completion
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Close Work Order
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Archive Work Order Documents
Receive Work Order Request
This task involves receiving a work order request from a tenant. The role of this task is to initiate the process of managing the repair or service required. The impact of this task is crucial as it sets the workflow in motion. The desired result is to obtain all necessary details regarding the repair or service needed. Ensure to ask leading questions to gather all relevant information and make the process as convenient as possible for the tenant.
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Low
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Medium
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High
Verify Tenant's Details
The purpose of this task is to verify the tenant's details provided in the work order request. Verify the accuracy of the tenant's information in order to proceed with the next steps. In case of any discrepancies, communicate with the tenant to rectify the information. Ensure that the tenant details match the records in the property management system.
Identify the Nature of Repair/Service Required
In this task, identify and determine the nature of the repair or service required by the tenant. Understand the specific issue or task to be addressed. This task is crucial in ensuring that the appropriate resources and actions are allocated. Use open-ended questions to gather detailed information about the repair or service required.
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Living Room
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Bedroom
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Kitchen
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Bathroom
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Outdoor Area
Estimate Cost of Repair/Service
The purpose of this task is to estimate the cost of the repair or service required. Analyze the nature of the task, the extent of repair needed, and any additional resources required. Consider labor, materials, and any other relevant expenses. Delve into potential challenges to ensure accurate cost estimation.
Approval: Cost Estimation
Will be submitted for approval:
Estimate Cost of Repair/Service
Will be submitted
Assign Suitable Contractor
This task involves assigning a suitable contractor to carry out the repair or service. Consider factors such as the contractor's expertise, availability, and previous experience. Ensure that the selected contractor is reliable and capable of completing the task satisfactorily. Contact the contractor and obtain confirmation of their availability and agreement to proceed.
Schedule Work Order
This task involves scheduling the work order with the assigned contractor. Coordinate with the contractor to find a suitable date and time for the repair or service. Consider the availability of both the tenant and the contractor to minimize inconvenience. Ensure clear communication and confirmation of the scheduled date and time.
Notify Tenant about Scheduled Work Order
In this task, inform the tenant about the scheduled work order. Provide the tenant with the details of the scheduled date and time for the repair or service. Communicate any relevant instructions or preparations required from the tenant's side. Ensure that the tenant is aware and prepared for the upcoming work order.
Send Work Order to Contractor
This task involves sending the work order details to the assigned contractor. Share all relevant information, such as the nature of the repair or service, the tenant's details, and the scheduled date and time. Provide any specific instructions or additional details required by the contractor to ensure a smooth execution of the task. Track the sent work order for future reference.
Monitor Work Progress
The purpose of this task is to monitor the progress of the assigned contractor in carrying out the repair or service. Regularly check in with the contractor to ensure that the work is progressing as planned. Address any concerns or issues that arise during the process and provide necessary guidance or support to the contractor.
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Arrived on schedule
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Completed initial assessment
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Communicating progress updates
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Obtained necessary materials
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Started repair or service
Quality Inspection of Work Done
In this task, conduct a quality inspection of the completed repair or service. Evaluate the contractor's workmanship, attention to detail, and compliance with the required standards. Identify any deficiencies or areas that require further attention. Provide feedback to the contractor, which can be used for improvement purposes.
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Correctly addressed the issue
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Completed with high-quality standards
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Neat and tidy work area
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Complied with safety protocols
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No additional damage caused
Approval: Quality Inspection
Will be submitted for approval:
Quality Inspection of Work Done
Will be submitted
Receive and Verify Contractor's Invoice
This task involves receiving and verifying the contractor's invoice for the completed work. Check the accuracy of the invoice, including labor, material costs, and any additional charges. Cross-reference the invoice with the initial cost estimation to ensure consistency. Communicate with the contractor to resolve any discrepancies or clarifications.
Approval: Contractor's Invoice
Will be submitted for approval:
Receive and Verify Contractor's Invoice
Will be submitted
Pay Contractor
In this task, initiate the payment process to compensate the contractor for the completed work. Arrange the payment according to the agreed terms and conditions with the contractor. Ensure timely payment to maintain a good relationship and encourage future cooperation. On successful payment, document the payment details for record-keeping purposes.
Update Work Order in Property Management System
The purpose of this task is to update the work order details in the property management system. Record all relevant information related to the completed repair or service, contractor details, and payment details. Ensure accuracy and completeness of the records for future reference and analysis.
Notify Tenant about Work Order Completion
In this task, inform the tenant about the completion of the work order. Provide the tenant with an update regarding the completion of the repair or service. Address any additional instructions or tasks that the tenant needs to undertake post-completion. Ensure that the tenant is satisfied with the results and address any concerns if necessary.
Close Work Order
The purpose of this task is to officially close the work order. Confirm that the repair or service has been completed satisfactorily, all necessary tasks have been undertaken, and any pending issues have been addressed. Close the work order in the property management system and document the closing details for future reference.
Archive Work Order Documents
This task involves archiving the documents related to the completed work order. Ensure that all relevant documents, such as the work order request, contractor details, invoices, and any additional records, are properly organized and stored for future reference. Maintain a systematic and easily accessible archive system.
