Work Order Software >> Building Work Order System

Published 10/09/2022

Building Work Order System: Guide and Setup

Commonly for commercial property buildings where a tenant representative will report a work order for a maintenance issue on their floor or office space, the building work order system will be a property specific portal where all tenants can log and report maintenance issues that affect them. This might range from cleaning requests, flickering lights, bin emptying, carpets to be repaired or cleaned, broken fittings through to elevator issues or power problems just to name a few. Typically a representative of a tenancy will log the issue (not something that all staff would have access to) and enable the building management to keep record of faults and maintenance requests and take action by assigning to a preferred contractor to complete the maintenance task. Each work order will have its own unique work order ID and reflect which building it relates to, what tenant, the person affected, level, unit, office, date, category and job details for what needs action.

Key points:

- a representative of a tenancy will log the issue
- building work order system will be a property specific portal where all tenants can log and report maintenance requests
- each work order will have its own unique work order ID

Tenants can see a Building Work Order Registry

Here tenants will be able to view all their previous submitted work orders. They could view progress updates and have a registry of previously closed work orders. This is also an area for communications to tenants where they can access resources, materials, knowledge and other important building specific information. Any preventative maintenance will be visible to the tenant too so they can see the frequency and works scheduled. A tenant specific Work Request form will be their main tool for submitting new maintenance requests.

Building Specific Preferred Contractors

Different buildings might have specific preferred contractors to just that building. This is where you can have a dedicated registry of building specific contractors that can be easily called upon to action regular works or be assigned new adhoc work orders or high priority jobs.

- This might be a mix of 24/7 contractors or ones only available during business hours
- Preferred contractors have been prequalified and are fully compliant and insured
- Contractor portal where they can view their currently assigned work orders to action and provide updates

Example Building Work Order Form

Property


Level


Tenant


Name


Phone


Email


Exact Location


Access Instruction


Point of Contact


Category

Job Details

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