5 Things to Consider When Hiring a Service Provider Company as a Property Manager

Introduction

The business of being a property or facility manager demands putting systems in place and working with people who deliver results. Unfortunately, many property managers hire service provider companies that look good on paper but ultimately don’t perform. Even if the provider has the required skills, miscommunication, poor execution, or mismatched expectations can lead to frustrations, wasted resources, and damaged reputations.

Many managers rush into contracts only to regret it later. There are countless service providers out there, all with differing operational approaches—and it can be difficult to tell which ones will deliver reliably.

As a property manager, your role is less about doing the work yourself and more about orchestrating excellence. Property managers lead; service providers do. You want the very best you can get.

Poor service doesn’t just feel bad — it costs. As one study estimated, businesses in the U.S. lose US$75 billion a year due to customer service failures.  And inefficiencies around contract and service delivery aren’t minor: many organizations lose about 9 % of contract value because of inefficient contract management, hidden costs, delays, or scope creep. 

Imagine: You hire a cleaning service, but they consistently under-deliver—missed tasks, sloppy work, lack of follow-through. You’re not only losing money (paying twice, hiring again), but also time and credibility. The property owner sees a poorly maintained property; tenants may complain; your reputation takes a hit.

That’s why knowing what to look for before hiring a service provider company isn’t optional — it’s essential.

In this article, we cover 5 key things to consider when hiring a service provider company. Use them to make smarter decisions, protect your bottom line, and keep your properties running well.

Key Takeaways

• Hiring a service provider is not just about price — it’s about value, trust, and long-term partnership.
  
  

• Always assess their track record, communication style, and ability to meet your specific needs.
  
  

• The right choice saves you money and headaches in the long run.
  
  

Who is a Service Provider in Property Management?

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A service provider is any person, company, or organization that delivers services (rather than a tangible product) to a client. In the context of property & facility management, the service provider is the “doer” — the one carrying out tasks like cleaning, maintenance, security, repairs, landscaping, tenant communication, etc.

According to wikipedia A service provider (SP) is an organization that provides services, such as consulting, legal, real estate, communications, storage, and processing services, to other organizations. Although a service provider can be a sub-unit of the organization that it serves, it is usually a third-party or outsourced supplier.

Some key points about service providers:

• They can be internal (part of your own organization) or external/outsourced.
  
  

• They provide value by enabling you (the property manager or facility manager) to ensure the property is well maintained without doing every task yourself.
  
  

• They are judged by service quality, reliability, cost, timeliness, and how well they align with your needs & expectations.
  
  

• Because they handle important operational tasks, a bad service provider can lead to wasted resources, unhappy tenants/owners, legal or safety issues, and damage to reputation.

Types of Service Providers Property Managers Rely On

There are countless types of service providers across different industries. However, for the purpose of this article, we will focus on those most relevant to property and facility management—companies you’re likely to work with directly in keeping your properties running smoothly and efficiently.

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Firstly, cleaning and janitorial service providers are among the most common. They handle tasks like cleaning common areas, carrying out deep cleaning for apartments or offices, waste disposal, and periodic sanitation. When considering them, it’s important to check their consistency, the quality of supplies they use, their compliance with health and safety standards, and the frequency of their cleaning schedules.

Secondly, maintenance and repair providers play a crucial role in keeping a property functional. This includes electricians, plumbers, HVAC technicians, carpenters, and general repair teams. What matters most here is their response time, the quality of their workmanship, whether they provide warranties, and if they have licensed or credentialed staff.

Furthermore, security service providers are vital for protecting both property and people. They may supply guard services, CCTV monitoring, patrols, or access control systems. Before hiring, ensure they are licensed, that their personnel are well-vetted, and that they carry liability insurance. Their ability to respond quickly to incidents should also be a key consideration.

In addition, landscaping and groundskeeping companies add to the overall appeal of a property. They provide services like lawn mowing, gardening, tree trimming, and outdoor beautification. When assessing them, consider seasonal maintenance needs, water use, the aesthetic quality of their work, and whether their cost matches what’s included.

Equally important are waste management providers. These companies handle trash collection, recycling, cleaning of shared spaces such as hallways and staircases, and management of dumpster or waste zones. Look out for their reliability, cost structure, and compliance with environmental regulations.

Another key category is pest control providers. They handle issues with rodents, insects, and termites, among others. Before hiring, check the safety of their methods, how often they treat a property, their follow-up procedures, and whether they provide guarantees.

Moreover, there are specialty and technical contractors. These are providers who focus on specific technical systems such as elevators, fire safety systems, pool maintenance, or advanced electrical engineering. In this case, certifications, safety records, and experience with similar properties are crucial.

Beyond this, you may need legal, regulatory, or compliance consultants. These service providers ensure that your property complies with building codes, safety standards, tenant-landlord laws, and health regulations. Choosing a provider with up-to-date knowledge of local laws and a strong reputation is essential.

You also have financial and accounting service providers. They support property managers with rent collection, bookkeeping, financial reporting, budgeting, insurance, and even tax documentation. Accuracy, timeliness, transparency, and fair fees are the main things to evaluate here.

Next, tenant relations and customer service providers can be very valuable. They handle tenant enquiries, complaints, lease administration, renewals, inspections, and move-in or move-out coordination. Look for providers that are responsive, clear in communication, friendly, and equipped with tools or software for proper tracking.

Finally, there are integrated or full-service providers. These companies bundle multiple services such as cleaning, maintenance, security, and landscaping into one package. The advantage is convenience, since you only deal with one company. However, you should still check whether each individual service is handled well, because sometimes bundled providers are broad but not deep.

Now, let’s get to the heart of this article. When it comes to choosing the right partner for your property or facility, there are a few essentials you can’t afford to overlook. 

5 Key Things to Consider When Hiring Service Providers

Here are five key things to consider when hiring a service provider company:

• Experience & Expertise

• Reputation & References

• Compliance & Certifications

• Service Delivery & Communication

• Cost vs. Value 

Experience & Expertise

To begin with, experience and technical expertise matter more than you might think. Don’t hire someone just because they look good on paper — check how long they’ve been in the field, whether they specialise in the service you need (e.g., HVAC vs. general handyperson work), and ask to see past project examples or portfolios. Experienced providers reduce risk and stress because they’ve seen the problems you’ll face and know how to solve them quickly.

Also remember: customers (and property owners) are quick to withdraw support after bad service — more than half of consumers will switch to a competitor after just one bad experience.

In practical terms, ask for a list of similar properties they’ve worked on, request before/after photos, and confirm trade licences or industry training certificates. If you want a tech-first option, platforms exist that vet vendors for you — for example, some property managers use AI-enabled platforms to automate work orders and vendor dispatch. You can check out Limpiar platform it automates facility operations such as work orders, vendor dispatch, and predictive maintenance.

Reputation & References

Moving on, a solid reputation is one of the clearest predictors of reliable service. Don’t skip reviews, testimonials, or case studies — they tell you not only whether a company can do the job, but how they behave when things go wrong. Look across multiple places: the company’s website, Google Business listings, and even staff reviews on sites like Glassdoor or Indeed to get a fuller picture.

Knowledgeable staff matter: many customers abandon companies when employees lack product or service knowledge — that lack of expertise often shows up in reviews and reference conversations.

As a next step, ask the vendor for at least two references from similar properties and call them. Ask specific questions: Did the company meet deadlines? How did they handle mistakes? Would you hire them again? If a provider is evasive about past work or refuses references, treat that as a red flag.

Compliance & Certifications

In addition, never assume compliance — confirm it. Verify licences, insurance (public liability and professional indemnity where relevant), trade certifications, and any industry-specific approvals (e.g., elevator, fire-safety, or pest-control certifications). Non-compliance can leave you exposed to legal risk, safety incidents, and expensive contract leakage.

Poor contract governance and non-compliance cost real money: research shows businesses can lose roughly 9% of value annually due to weak contract and compliance management.

To protect yourself, ask for copies of licences and insurance certificates, request safety policies (e.g., staff vetting, PPE use), and verify training records for any technicians who will work on site.

Service Delivery & Communication

Equally important, how a provider communicates is as important as what they do. Look for responsiveness during the sales process as a preview of post-contract behaviour: Do they answer inquiries quickly? Do they offer clear escalation paths? Do they provide a written Service Level Agreement (SLA) that defines response times, resolution times, and measurement metrics?

SLAs are the backbone of predictable delivery — they set expectations and create objective ways to measure performance. Make sure your SLA includes response and resolution targets and penalties or remedies for missed SLAs.

As a practical tip, ask for sample SLAs and reporting dashboards. Insist on regular performance reviews (monthly or quarterly) and a clear process for handling complaints and emergency calls.

Cost vs. Value

Finally, price is important, but value matters more. The cheapest bid can cost the most if work is poor or if hidden fees and re-work are required. Conversely, a higher price isn’t automatically better — look at what’s included: materials, warranties, after-service support, mobilization fees, and flexibility for scope changes.

When you compare quotes, ask for a detailed breakdown and a list of exclusions so you can compare apples to apples. Think long-term savings — a provider who charges more but reduces downtime, extends asset life, or lowers tenant complaints often delivers better ROI.

As a quick rule of thumb, don’t choose solely on headline price; choose on predictable total cost and proven outcomes.

Conclusion 

In conclusion, as a property manager, you juggle a lot — but hiring the right service providers shouldn’t be left to chance. Follow these five checks — experience, reputation, compliance, delivery, and value — and you’ll avoid the wasted time, money, and reputation damage that comes from poor hires.

Looking for a property service provider that ticks all these boxes? Let’s talk about how we can simplify your property management needs.