Unfortunately this is a very common scenario and in my experience most companies instruct the service departments not to spend anything unless it is absolutely necessary and unavoidable.

As for a high and low count of parts there is some great advice and I am sure I can find something and send it to you. When it comes to internal theft there are no processes that will prevent it but there are ways to minimize it. The hiring process is the first step and it should be thorough.


First, and inventory check should be done and make sure all of the equipment that is on site actually works so there are no surprises when a technician attempts to use it. This way you'll know exactly what you have and can make a list of what is needed.

A history and usage report will be helpful but historically whenever there is a change in Service Managers there will be a significant increase in parts and supplies for approximately 90 days. This is mostly due to the comfort and skill level of the new Service Manager and what they are accustomed to working with.

On the same note, beware of historical data, it will only give you an idea of what the last person/people did and if theye were not doing a good job managing and handling the service department it will be very misleading and could cause you to make a poor decision.

I'll be glad to recommend some high and low quantities but will need some more information. Type of construction, age of property, # of units, state you are in, number of personnel, types of mechanical systems as in brand names and elec/heat pump/ oil/ gas etc etc.

A good expected average turnover for total # of units is around 60% a year / 12 = avg monthly turns and there are usually 1 or 2 peak months. I hope that helps and keep us posted!

Hello Johnny, I am back :cheer:

Here is what I always did when I went in and it also gave me an insight as to how organized my maintenance personnel were. I made their shop my first stop and I would look at how organized they were. See if they had a log of what was onhand as well as when materials were used what units they went to and appliances if they had inservice dates. This helps warranty wise, no need to spend money on something which is still under warranty. Then I would look if it is not allready done getting one place where you have an account and order things. Now, I am a fan of this company called eSupply as they combine buying power as well as give you a platform to order from and have tighter controls on purchases. Your management company would be the ones that would want to look into this. Big saver and I have seen a lot of management companies use this company.

Historical data should dictate what quantities of what you will have on hand. I really road the books on supplies because not saying in your case, but I have been places where there was pilferage until I came in and tightened the reins in and poof, it went away as well as one maintenance person, who I will just say was not realizing a profit and the owners expense anymore.

How's it going? Sounds like you are busy. I can tell you that the property staff was most likely instructed to stop ordering supplies while the transition took place. Here is what I usually suggest to Maintenance Supervisors: They need blank keys on hand to make keys and they need a minimum of 2 locksets for turnovers and emergencies. But it is nicer to have 4 on hand. I always want a minimum of 2 faucets (kitchen and bath), at least 6 o-rings for toilets, a couple of pop-up assemblies and lots of caps/packing materials, etc. for dripping faucet repairs. We order in dozens for miscellaneous plumbing supplies, like hoses, toilet seats and caulk. We order blinds in bulk twice a year (estimating how many turns will require what number). Then, we pick up blinds as needed as the half year comes to a close, making adjustments as we go to the budget. We like to have on hand at least one check valve for a water heater and the parts for installation, though I don't stock water heaters here because we can get them on a moment's notice. Electrical - I want at least 1 thermostat, light bulbs ordered by the case in the sizes/types for the property, outlet covers, a couple of GFIs and switches, breakers.

As for HVAC, we don't keep a large stock either, but I like having thermo-couplers and one gas valve here at all times. Freon for re-charging ... every property is different of course. Is this what you meant?

Some Maintenance guys love ordering supplies or running to the Lowes/Home Depot every other day, but I feel that is a waste of gas and time. I don't stock appliances, except for extra parts off old ones we save. We also keep janitorial supplies for routine cleaning, rags and paper towels and toilet paper.

Are you loving your new job??? Hope so!

Any suggestions as to the types of items (with minimum quantities) that the maintenance supervisor should have at any given time in his shop?

My new company assumed management of my property (the existing staff stayed with the other company) and either stopped ordering parts and supplies long before the transfer actually took place, or they took a bunch of stuff with them when they left.

I am finding we are left with very little, if any parts and supplies to perform repairs and routine cleaning/maintenance and we have to order stuff regularly.