Apartment communities run on people. When a maintenance technician leaves or move-out season gets busy, work orders pile up and residents notice fast. Property management staffing helps managers in Minneapolis, St. Paul and the surrounding suburbs keep buildings running while they find the right long-term hires. Here are six essential tips to make it work.
Why property management staffing matters
Resident satisfaction depends on quick repairs, clean common areas and a friendly leasing office. When even one position is empty, the rest of the team has to cover extra work, which leads to delays, overtime and burnout. Residents who wait too long for repairs are less likely to renew their leases.
A staffing partner gives you a faster way to fill gaps. Instead of starting a full hiring process every time someone leaves, you can bring in screened workers for short-term needs and use temp-to-hire to find permanent team members.
Roles property managers often need to fill
- Maintenance technicians for work orders, repairs and preventive maintenance
- Make-ready and turnover staff to prepare units between residents
- Porters, custodians and cleaners for hallways, common areas and grounds
- Groundskeepers for landscaping in summer and snow removal in winter
- Leasing consultants for tours, applications and resident questions
- Front desk and concierge staff for larger communities
1. Plan property management staffing around turnover season
Move-outs often rise in late spring and summer, when many leases end. That means more units to clean, paint and repair in a short time. Plan your extra make-ready and cleaning help a few weeks ahead so you are not scrambling when the keys come back. Our seasonal staffing guide shows how to plan for busy months.
2. Write clear job details
The more detail you share, the better the match. Before you request staff, have answers to these questions:
- Which tasks will the worker handle each day?
- Which skills are required, such as basic plumbing, electrical or appliance repair?
- Does the worker need their own tools or a vehicle?
- What are the hours, and is on-call coverage needed?
- How many properties will they cover, and where are they located?
3. Match skills to the role
Not every maintenance role needs the same skills. A make-ready worker may only need painting and cleaning skills, while a lead technician may need HVAC experience. If HVAC work involves refrigerants, technicians need EPA Section 608 certification, which you can read about on the U.S. EPA website. Be clear about which certifications are required and which are a bonus.
4. Use temp-to-hire to find permanent team members
Temporary workers keep work orders moving while you search. If a worker fits your team well, a temp-to-hire arrangement can turn the assignment into a permanent job. This lowers the risk of a bad hire and gives you time to see the person’s work and attitude with residents.
5. Make the first day easy
A clear first day helps any new worker succeed. Give them a short tour, introduce them to the team, explain how work orders are assigned, show them where tools and supplies are kept and make sure they know who to call with questions. Workers who feel welcome are more likely to stay.
6. Stay connected with the industry
Industry groups such as the Minnesota Multi Housing Association share training, events and updates for rental housing professionals. Staying connected helps you keep up with best practices and find good people.
How to choose a property management staffing partner
Look for a partner that understands rental housing, screens workers for both skills and customer service, and can respond quickly when you are short-staffed. Ask how they handle no-shows and how fast they can send a replacement. For more questions to ask, read how to choose a staffing agency in St. Paul. Hiring for cleaning roles too? See our guide to janitorial staffing, and share our post on maintenance technician jobs with candidates.
Budgeting for property management staffing
Temporary help is a cost, but empty positions cost money too. Delayed turnovers mean units sit vacant longer, slow repairs lead to unhappy residents, and constant overtime wears out your team. When you plan your annual budget, set aside funds for property management staffing during turnover season and for unexpected gaps when someone leaves.
Ask your staffing partner for clear hourly rates for each role so you can compare the cost of temporary help with the cost of vacant units and overtime. Many managers find that a small amount of planned property management staffing pays for itself through faster turnovers and better resident reviews.
Measuring success
Track a few simple numbers before and after you bring in extra help: how long work orders stay open, how many days it takes to turn a unit, how much overtime your team works, and how residents rate maintenance service. If these improve, your property management staffing plan is working. If not, talk to your staffing partner about adjusting roles, skills or schedules.
Frequently Asked Questions
What roles does property management staffing cover?
Common roles include maintenance technicians, make-ready and turnover staff, porters, custodians, groundskeepers, leasing consultants and front desk or concierge staff.
When should a property manager use temporary staff?
Temporary staff are useful during turnover season, when an employee is on leave, when work orders pile up, or while you search for a permanent hire.
How quickly can property management staffing fill a role?
General roles such as porters and make-ready staff can often be filled quickly. Skilled maintenance technicians may take longer. Clear job details and competitive pay help speed things up.
Can a temporary maintenance worker become permanent?
Yes. With a temp-to-hire arrangement, you can offer a permanent job to a worker who performs well after an agreed trial period.
Need property management staffing?
Tell New Tomorrow Staffing which roles you need to fill in St. Paul, Minneapolis or the surrounding area, and our team will get back to you.
We’re a St. Paul staffing and recruiting company that specializes in speed to hire. We hire fast to last.
