So, you’ve got a business. Maybe it’s a shiny new office block, a bustling retail space, or even a mixed-use property juggling tenants, customers, and everything in between. Either way, here’s the deal—if your building isn’t looked after properly, it shows. Think flickering lights, dodgy plumbing, scuffed walls, broken lifts, messy car parks… You get the picture. And trust us, that’s not the kind of “first impression” you want to give.
Still, it’s not just about keeping up appearances—maintenance is critical to keep your building safe, compliant, operational, and of course, maximising your profit. In short, when it comes to commercial building maintenance, choosing the right provider is one of those decisions you really can’t afford to get wrong.
So how do you do that? Well, let’s get straight to the point.
Why You Need a Maintenance Partner (And Not Just Someone To Call When Something Breaks)
Why do you need reliable building maintenance providers? Why not just hire a handyman to come out when there’s a problem? It’s a reactive approach, and yes, sometimes it’s unavoidable. But it’s not exactly a strategy, is it?
What you need is a trusted building maintenance partner—one that thinks ahead, finds problems before they become disasters, and keeps your building in top condition while you focus on the actual business of, well, business.
Because no matter how slick your team is, if your toilets don’t flush or your electricity goes out in the middle of your big pitch, that’s on you. And that’s not something your reputation can survive.
Know What You Need First
The first step in choosing the best building maintenance partner is knowing what you need. Sounds obvious, right? So let’s get specific.
How many sites do you need to manage? Do you need full service and repair (electric, plumbing, HVAC, pest control, etc) or just basics? Do you need 24/7 on-call, or is a daytime window enough?
Do you want full-on facilities management, or just periodic inspections and upkeep? Go sit down with a notepad and write out a detailed list of what services and skills you really need—and also want—ideally, from one provider. Pretend you’re writing your dream provider’s dating profile.
And don’t forget to include your future plans. Got plans to expand your property portfolio in the next 5 years? Add it to the list. The right company will help you grow, not leave you behind in a year or two.
Don’t Settle for a Jack-of-All-Trades
OK, you’ve got your wishlist of “need vs want” services and skills. Time to start hunting for that dream partner.
A common mistake, here, is going for a company that claims to do everything. Attracts attention with a broad range of “services” but can’t actually perform (or won’t admit they can’t).
You want true experts, not people who think they know all the answers. A great building maintenance provider will have fully qualified professionals in each area—electricians, plumbers, HVAC technicians, safety officers, site managers… proper experts. Don’t be afraid to ask for credentials, certifications, licences, qualifications, insurance coverage—everything.
If they can’t show you proper documentation, or are subcontracting 70% of their “services” to dodgy companies you’ve never heard of, ask yourself why.
Reputation Is Everything
You wouldn’t hire a new employee without checking references, right? Same goes for a new maintenance partner. Look up reviews online, but take them with a grain of salt. Word of mouth and online reviews will only get you so far. The real gold? Requesting case studies or client testimonials.
And even better, if you can, talk to a few of their current clients. What are the nitty-gritty details? Do they show up on time? Do they communicate effectively and clearly? Are they truly proactive or just reactive? You’ll know within minutes if this is a serious business partner—or a very good salesman.
Are They Tech-Savvy or Still In The Stone Age?
It’s 2025, people. If your provider is still writing stuff down on paper and manually scheduling jobs, it’s time to upgrade.
Digital reporting, real-time alerts, maintenance tracking dashboards, online booking portals—there’s some cool tech out there that makes life easier for you. It’s not just marketing bells and whistles, it actually saves you time, money and stress.
And it’s a bonus if they have digital recordkeeping for what’s been done (and when) in the case of audits and compliance checks.
Look for Flexibility (And A Hint of Humanity)
Don’t get us wrong, we don’t like dealing with corporate behemoths any more than you do. You want a service provider that listens, adapts to your needs, and doesn’t treat you like just another customer.
Can they accommodate your business hours, or do they insist on all jobs starting and finishing during their “business hours”? Can they scale up (or down) based on your needs? Can they actually hear you when you give feedback?
You’re not looking for an anonymous robot, you’re looking for a partner.
Oh, and before you hire anyone, check how easy it is to get in touch. Do they have a 24/7 emergency number? Or is it voicemail tag? Responsiveness and accessibility matter.
Price Matters But It’s Not The Most Important Thing
Look, we get it. You’ve got a budget. We all do. And it’s important to respect your (or your management’s) budget. But signing up for the cheapest quote because it’s the cheapest is still a bad decision.
Ask for an itemised breakdown of what’s in the quote. Is it inclusive of routine inspections, emergency callouts, repairs, replacement parts? All the nitty gritty in writing.
If a quote seems too good to be true, it probably is. You know what’s not fun? Wading through ankle-deep water because your “super-cheap” contractor cut a corner to save a few bucks.
Bonus Points for Sustainability Initiatives
To be clear, we’re not talking tree-hugging here. But these days, sustainability is no longer a nice-to-have, it’s an expectation. Whether you want to achieve a green certification or simply want to lower energy and water bills, you need a maintenance partner who’s got it covered.
Ask them how they fit in with your business’s eco-friendly ambitions. Do they have energy-efficient tools and equipment? Can they help you reduce water or electricity consumption? What about green, nontoxic products?
Sure, it’s not about hugging trees, it’s about long-term savings, business goals and social responsibility.
Trial Runs and Contracts: Look Before You Leap
The best companies offer a trial period or short-term contract, so you can see them in action before committing long-term. If yours doesn’t, well, that’s a red flag.
When it comes to contracts (and pricing), again, read all the fine print. Understand exactly what you’re getting and the terms of service. Ask about cancellation policy, extra charges, upselling and how to amend services or reduce them if necessary.
It’s not one-sided, it’s a true partnership.
Industry-Specific Experience is a Bonus
OK, this one is less relevant for some but critical for others. Let’s say you own or manage a business or property in a specialist industry: healthcare, hospitality, food manufacturing, education, retail, aged care, etc. It’s a huge advantage (if not a complete game-changer) if your maintenance partner has actual experience in your field.
They’ll identify hazards and potential problems quicker, be more knowledgeable about relevant compliance and reporting requirements, and understand how to keep your property safe, operational and efficient.
In short: they know your space inside out.
Don’t Just Look for A Provider, Look for A Partner
One last bit of advice, if we may: Don’t treat this “searching for providers” as just another tick on the to-do list. Sure, take your time, do your due diligence, but don’t wait too long, either.
Pick up the phone and actually call people, talk to them, take meetings. In the end, you’ve got to trust your gut (don’t forget your checklist above). And when you find them, when you find those best building maintenance companies that go the extra mile for your property and your bottom line? Don’t let them go.
Because a good building maintenance partner isn’t just fixing your potholes and checking your alarms. They’re preventing leaks before they happen. They’re making your life easier. They’re making you look good. They’re saving you money in the long run. They might even help your business grow.
In short, a good building maintenance partner makes all the difference. And when your toilets flush, your lights work and nobody’s complaining about the aircon? You’ll know you made the right choice.
