Maintenance and Vendor Coordination for Remote Facilities Management Teams

Maintenance and Vendor Coordination for Remote Facilities Teams

Maintenance is one of those things that’s invisible when it’s working and painfully obvious when it’s not. In a remote operations model, it’s also one of the trickiest parts to get right. When there’s no one on-site to spot a leak, a flickering light, or a sagging gate, tiny issues can turn into big problems fast. But with the right systems and vendor relationships, you can manage maintenance remotely just as well as if you were standing there with a wrench in your hand.

The Preventive Schedule (AKA: Don’t Wait for the Squeak)
The foundation of any good maintenance program is prevention. Don’t wait until tenants complain or something breaks, by then, you’re already behind. Build a schedule that includes recurring inspections, system checks, and seasonal maintenance. That means HVAC filters, fire extinguisher testing, gate lubrication, roof inspections before the rainy season, and irrigation blowouts before winter. Get these tasks into your central task system with due dates and ownership, so nothing falls through the cracks.

The Vendor Network (AKA: Your Remote Maintenance Lifeline)
When something does go wrong—and it will—your vendor network is your first line of defense. “Having a guy” isn’t a plan. Build a proper vendor directory with contact information, specialties, service zones, insurance status, and typical response times. Always collect the essentials up front:

• W-9 for tax purposes
  
  
  

• Certificate of insurance (COI) showing liability coverage
  
  
  

• Proof of workers’ comp
  
  
  

Ask once, document it, and save yourself the headache later.

Before the first job, agree on payment terms, and then stick to them. Pay your vendors fast. Nothing builds loyalty like getting paid right away. The best operators know that a trusted plumber or electrician who prioritizes your call is worth their weight in gold, and they remember who treated them fairly.

Set the Rules of Engagement
Communicate clearly about how you’ll work together. Make sure your vendors know:

• Where to send invoices and what format you prefer
  
  
  

• Who approves jobs and how bids should be submitted
  
  
  

• What your turnaround expectations are
  
  
  

• How to access the property safely and legally

If they’ll need access to employee-only areas, provide clear instructions or key codes. Make sure any tools, supplies, or replacement materials you’re leaving for them are stored somewhere they can access. And always have a backup contact number, because the one time the gate gets stuck on a Saturday morning, your vendor’s main phone will be dead or in a lake somewhere.

Bids, Boundaries, and Documentation (Because Surprises Belong at Birthdays)
Always get bids in writing before authorizing a job. Define scope, labor rate, and materials. This prevents those awkward “well, we had to replace the entire panel” conversations later. When comparing bids, make sure everyone’s quoting the same thing. Spell out the project specs clearly so you’re comparing apples to apples. For example, a fencing bid should list not just the footage, but also the type of hardware and materials being used, otherwise, the “cheaper” bid may not actually be the same job. Once work is done, verify it, either by reviewing camera footage, checking the site during your next visit, or requiring photos through your work order system.

Documentation isn’t about micromanaging; it’s about protecting everyone involved. Photos, invoices, and notes create a record that keeps your vendors accountable and your accounting clean.

Building Long-Term Relationships (The Golden Rule Still Applies)
Good vendor relationships don’t happen by accident, they’re built on clarity, communication, and mutual respect. Treat your vendors the way you want your tenants to treat you: be responsive, pay on time, and communicate changes before they become problems. Over time, you’ll find that your best vendors become true partners, people who look out for your sites like they’re their own.

Remote maintenance doesn’t have to be a weak link. With the right systems, preventive planning, and vendor relationships rooted in trust, your properties will stay clean, safe, and running smoothly, no matter how far away you are.

About the Author Jessie Lamb is the VP of Self Storage at NodaFi. After nearly a decade leading self-storage operations, she now helps operators modernize their systems, teams, and technology, making remote management simple, visible, and effective.