Finding the right property management company

This expert post is written by Tina Larsson, CEO of The Folson Group, financial consultants and efficiency experts for condos and co-ops, including helping NYC boards free up their time by conducting the full-service property management search on their behalf.

As a NYC co-op or condo board, one of the most crucial decisions you'll make is selecting the right property management company to oversee your building's day-to-day operations. A reliable property management partner can make a significant difference in the overall well-being and success of your property. However, with numerous options available, it can be overwhelming to even decide where to start. Don't worry! This comprehensive guide will help you navigate the process of finding the perfect property management company.

Assess your building's needs

Before diving into the search, take a moment to assess your building's unique requirements. Consider factors such as the size of your property, the condition of the building (both physically and operationally), the number of units, maintenance needs, budget, and any specific amenities or services you require. Understanding your needs will help you narrow down the list of potential property management firms that align with your building's situation and requirements.

Seek recommendations and referrals

Start your search by seeking recommendations and referrals from other co-op and condo boards in your area. Networking with neighboring buildings can provide valuable insights into their experiences with different property management companies. Additionally, attend industry events, workshops, and seminars where you can connect with other board members and gain valuable advice.

Conduct thorough research

With recommendations in hand, conduct thorough research on the property management companies you are considering. Visit their websites, read reviews and testimonials, and check if they have experience managing properties similar to yours. Look for any complaints or negative feedback, and weigh the overall reputation and track record of each firm.

Meet the team

Schedule meetings with the top contenders and meet their team members. Gauge their communication skills, level of expertise, and responsiveness. A strong, proactive team that communicates effectively will be crucial for a successful partnership.

Discuss services and fees

During your meetings, discuss the range of services each property management company offers and the associated fees. A transparent breakdown of their services and costs will help you assess the value they bring to your building. Ensure that you understand what is included in their service package and any additional charges for specific tasks.

Review contract terms

Thoroughly review the contract terms and conditions offered by each property management company. Pay attention to the termination clauses, fees, and contract renewal policies. Make sure that the contract aligns with your building's needs and provides sufficient flexibility.

Get references‍

Ask for references from the property management companies and contact the provided references to hear about their firsthand experiences. Talking to other board members who have worked with the firms will give you valuable insights into their strengths and potential drawbacks.

Ask about their technology

‍Inquire about the property management company's technology systems and software. A tech-savvy management company can streamline processes and provide access to real-time information for better communication with residents and overall management of your building, freeing up your valuable time and making the transition easier.

Trust your instincts‍

Finally, trust your instincts. Go with the property management company that you feel most comfortable and confident with. Building a successful partnership requires trust and open communication, so choose the firm that aligns best with your board's vision and goals.

Finding the right property management company may take time and effort, but it is an investment that will have a profound impact on the future of your co-op or condo. By carefully considering your building's needs, researching, meeting the team, and trusting your instincts, you will be well-equipped to make an informed decision and find the perfect property management partner for your NYC co-op or condo board.