Smart Purchasing for Maintenance Pros
Good afternoon everyone. Thank you for joining me today. Today we'll be covering understanding your role as a purchaser for your property. Being a maintenance supervisor isn't just about fixing things, it's also about managing money. One of the most important hats you wear is the purchaser. Every part you order, every vendor you select, and every invoice you approve impacts the property's budget and financial performance.
Your purchasing decisions directly affect NOI, cash flow and resident satisfaction. Let's talk about why this matters. Purchasing smartly can mean the difference between staying within budget or blowing it halfway through the year. And we all know we don't wanna blow it halfway through the year to make it very hard to get anything the rest of the year.
Owners and managers count on you to be con cost conscious, quality, focused, and efficient. And let's face it, your reputation grows fast when you constantly deliver value. So now we're gonna go over a couple tips and tricks to help you with this. Know your inventory. Keep a pulse of what's in your shop.
Over-ordering leads to waste and under ordering causes, delays in resident repairs. Use a simple spreadsheet or property management software to track common use items. Use approved vendors, but build relationships. Stick to your approved vendor list for pricing and liability protection, but develop personal relationships with your reps.
A strong vendor relationship can mean faster turnaround, better deals, and inside info on product changes. Don't just buy cheap. Buy smart. The lowest price isn't always the best op option. Consider durability, warranty, and total cost of ownership. That $12 faucet might cost $300 in labor if you're replacing again in three months.
How true is that? Timing is everything. Order supplies and batches when possible, fewer delivery fees is less downtime. Watch seasonal patterns. Order HVAC parts before the summer hits. Plan ahead for turn season. Always track your spending. So to do that, you're gonna stay on top of your budget. If you spend $500 on a unit term when the budget was two 50, know why and document it so you can explain it effectively to your owner or manager.
Maintenance is often the second largest expense behind payroll. Be a steward of that responsibility to close this and put this in perspective. Being a great purchaser isn't about buying, it's about leading. It's about protecting the property's financial help while giving your team what they need to succeed.
Every smart order you place builds trust with your property manager or your owner, or your regionals, your residents, and also your ownership. So remember, great supervisors don't just solve problems. They plan for them, purchase for them, and prevent them. Thank you for joining me today on how to be a great purchaser for your company.
