Work Order System
A Work Order System is a digital tool that property managers use to track and manage maintenance requests and repairs. It's like a digital to-do list that helps organize maintenance tasks, from tenant repair requests to routine building upkeep. When someone reports a problem (like a leaky faucet or broken air conditioning), the system creates a "work order" that can be assigned to maintenance staff, tracked until completion, and documented for record-keeping. Similar systems might be called "maintenance management systems" or "facility management software." Popular examples include BuildingEngines, Yardi, and AppFolio's maintenance features.
Examples in Resumes
Managed over 200 monthly maintenance requests using Work Order System
Implemented new Work Order System to improve response time to tenant requests
Supervised maintenance team through Work Order Management System
Reduced maintenance response time by 40% using Maintenance Work Order System
Typical job title: "Property Managers"
Also try searching for:
Where to Find Property Managers
Professional Organizations
Online Resources
Example Interview Questions
Senior Level Questions
Q: How would you improve a work order system's efficiency in a large property portfolio?
Expected Answer: Look for answers that discuss implementing priority systems, establishing response time standards, training staff and tenants on proper use, and using data to identify recurring issues and preventive maintenance opportunities.
Q: How do you handle multiple emergency work orders with limited staff?
Expected Answer: Strong answers should include prioritization strategies, emergency vendor relationships, clear communication protocols, and contingency planning.
Mid Level Questions
Q: What metrics do you track in a work order system?
Expected Answer: Should mention response times, completion rates, cost per work order, tenant satisfaction, and common repair types.
Q: How do you ensure proper documentation in work orders?
Expected Answer: Should discuss photo documentation, detailed descriptions, cost tracking, time stamps, and follow-up procedures.
Junior Level Questions
Q: What information should be included in a basic work order?
Expected Answer: Should mention location, description of issue, priority level, contact information, access instructions, and any special requirements.
Q: How do you prioritize different types of work orders?
Expected Answer: Should be able to explain difference between emergency (safety/security issues), urgent (affecting comfort), and routine maintenance requests.
Experience Level Indicators
Junior (0-2 years)
- Basic work order processing
- Tenant communication
- Simple maintenance coordination
- Record keeping
Mid (2-5 years)
- Vendor management
- Budget tracking
- Team scheduling
- Preventive maintenance planning
Senior (5+ years)
- System implementation and optimization
- Staff training and development
- Capital improvement planning
- Data analysis and reporting
Red Flags to Watch For
- No experience with digital maintenance tracking
- Poor communication skills
- Lack of organization skills
- No understanding of maintenance priorities
- Unable to demonstrate problem-solving abilities
