Finding and Managing Vendors: A Property Manager's Playbook

Ask any property manager their biggest headache, and "finding good vendors" will be in the top three.

Reliable vendors are the lifeblood of your business. They protect your owners' assets, keep your tenants happy, and allow you to sleep at night. But building a "Gold Standard" vendor list doesn't happen by accident.

Here is the playbook for recruiting and managing a world-class vendor network.

1. Where to Find New Vendors

Don't wait for an emergency to find a plumber. You should always be "recruiting."

Google Maps/Local Search: Look for vendors with 4+ stars and at least 20 reviews. Pay attention to the recent reviews.
Property Management Groups: Join local PM associations or Facebook groups. Managers are usually happy to share vendors who are "too busy for me but do great work."
Other Vendors: Ask your favorite electrician who they like for HVAC. Good vendors tend to know and respect other good vendors.

2. The Vetting Process

Before a vendor ever touches a property, they must pass the "Three Check" test:

Insurance: Do they have General Liability and Workers' Comp? Never hire a vendor without a current COI (Certificate of Insurance).
License: Are they licensed in your state for their specific trade?
The "Soft" Test: Do they answer their phone? Are they professional on the first call? If they're disorganized during the sales process, they'll be a nightmare during the repair.

3. Tiering Your Network

Not every job needs your best vendor. Create three tiers:

Tier 1 (The Experts): Your most expensive, 24/7, highly reliable specialists. Use them for Severity 5 emergencies and complex diagnostics.
Tier 2 (The Reliable Mid-Range): Your standard "go-to" vendors. Professional, reasonably priced, and dependable.
Tier 3 (The Budget/Handymen): Great for routine repairs, painting, and turn-over cleaning.

4. How to Be a Great Client

Vendor management is a two-way street. If you want to be their priority, you have to be their favorite client.

Pay Fast: Nothing builds loyalty like 7-day payment terms.
Clear Communication: Use professional work orders (see our Work Order Template guide) so they don't have to guess at the job.
Batch Work: If you have three small jobs in one building, give them all to the same vendor at once.

5. The Periodic Review

Every six months, review your vendor performance.

Did they show up on time?
Did they stay within the NTE?
Did the tenant complain about their professionalism?

If a vendor's quality is slipping, have a "correction" conversation. If it doesn't improve, it's time to go back to Step 1.

OpsPilot Note: OpsPilot helps you manage your vendor list and tracks job status automatically. It also helps you write the perfect work order for every job, ensuring your vendors have exactly what they need to succeed.