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  • Writer's pictureSiven Rentals

SELECTING THE RIGHT PROPERTY MANAGER: TOP 8 TIPS

Updated: Feb 23



Are you looking for the right property manager? Owning rental property offers lucrative opportunities for astute investors, but it also entails the responsibilities of being a landlord. While some individuals relish this challenge, not everyone is cut out for managing tenants.

For those seeking a hassle-free solution, hiring a property manager in Tampa is the ideal choice. A skilled manager can ensure tenant satisfaction, seamless cash flow management, and the property’s overall well-being. However, a subpar property manager can prove costly in terms of time and money.


Moreover, their mismanagement can jeopardize your business through inadequate inspections, delinquent tenants, and low retention rates. So, how can investors identify the right manager for their properties?


Understanding the Role of a Property Manager


Property managers can be individuals or firms that assume responsibility for the day-to-day rental operations in exchange for a fee. They step in when owners are unable to fulfill landlord duties or simply prefer to delegate them. Some of their core responsibilities include:


  • Rent Collection

  • Applicant Screening

  • Targeted Marketing

  • Fair Housing and Legal Compliance

  • Legal Leasing Documents

  • Property Inspections

  • Basic Accounting and Reports

  • Maintenance Coordination

  • Tenant Communications



Research to Select the Best Property Manager


In the digital age, property owners have access to a wealth of information when searching for professional property management services. Start with a comprehensive Google search. This will help you narrow down potential property management companies and focus on those that align with your needs. From your shortlist, carefully examine each company’s website, paying close attention to the following key details:


  • List of Services: Take note of the range of services offered, such as tenant screening, rent collection, maintenance coordination, and more.

  • Management Fees and Fee Schedule: Evaluate the management fees and any additional à la carte services offered. Understanding the fee structure is essential for budgeting purposes.

  • Staff and Leadership Information: Familiarize yourself with the team members and leaders of the property management company. Their expertise and experience are crucial factors in determining their suitability.

  • Special Features for Owners and Tenants: Look for any unique features or offerings that set the property management company apart. This could include online portals for owners and tenants, access to financial reports, or personalized support.

  • Contact Information: Ensure that the company provides clear and accessible contact information, including phone numbers, email addresses, and office locations.

  • Client Testimonials and Tenant Reviews: Read through client testimonials and tenant reviews to gauge the company’s reputation and level of satisfaction among its clients.

Emphasize Local Expertise


Effective property management requires a deep understanding of the local market. Look for property managers who possess local expertise, going beyond mere knowledge of the competition and pricing. The best property managers have demonstrated experience in the local area, including:


  • Applicable Laws and Licensing Requirements: Familiarity with the specific laws governing rental properties in the jurisdiction, such as rental licensing, inspections, or lead certification.

  • Market Demographics: A keen understanding of the local tenant pool and demographics. This knowledge enables property managers to target their marketing efforts effectively and fill vacancies promptly.

  • Vendor Relationships: Established relationships with reliable vendors and contractors who can promptly address any repair or maintenance needs that may arise.

Prioritize Organization and Technology


Effective property management necessitates efficient communication and meticulous record-keeping. Therefore, the property manager you choose should have robust processes and up-to-date technology to handle the administrative demands. Look for property managers who prioritize organization and embrace technology, utilizing electronic or “paperless” systems for secure and accurate record-keeping. Companies that are technologically advanced can offer significant benefits to owners in terms of streamlined operations and enhanced efficiency.


Conduct In-Depth Interviews with Multiple Candidates


While reviewing property management company websites and gathering key information is essential, it’s equally important to conduct interviews with potential candidates. The goal is to gather as much information as possible and find the best property manager who will effectively handle your business. Reach out to the companies you consider as contenders and ask them the following questions:


  • How long have you been in business?

  • Can I review key documents such as the Property Management Agreement and lease?

  • How many employees does the company have?

  • What is included or excluded in the monthly management fee?

  • What are the standard applicant requirements and screening process?

  • How do you conduct property inspections?

  • What are your practices for returning security deposits?

  • Is there an online portal available for tenants and owners to access?

  • Will I receive monthly and annual financial statements?

Asking these types of questions to multiple candidates will provide valuable insights and help you determine the best property manager for your needs. Pay attention to their responsiveness during the interview process, as it reflects their commitment to client service. If a candidate is unresponsive or lacks professionalism during the interview stage, it may indicate a subpar level of service as a client.


Pose Specific Scenarios and Assess their Expertise


An ideal property manager should possess flexibility and experience to handle various property issues. Test the candidates by asking specific questions that evaluate their skill set. These scenarios may include:


  • How do you handle after-hours emergencies?

  • What marketing strategies do you employ to minimize vacancies?

  • How would you manage sudden or severe property damage?

  • What is your process for handling tenant evictions?

Seek Referrals from Other Investors


Referrals from friends, colleagues, and industry professionals can be a valuable source of information when seeking the best property manager. Reach out to individuals in the real estate or property management field and inquire if they can recommend any reliable candidates.


Word-of-mouth recommendations carry significant weight and can provide insight into the reputation and quality of a property management company. Additionally, check the state’s Real Estate Commission and the Better Business Bureau to verify the prospective property manager’s license status and to ensure there are no complaints against them.


Consider a Proven Track Record


A property management firm with a proven track record is crucial for minimizing vacancy periods. Inquire about the average time it takes for a company to fill a unit, but also consider the quality of the tenants they attract. Ask about their eviction rate in addition to their speed in filling vacancies to ensure that they find well-qualified and stable tenants.


Choose Licensed Property Managers


It is crucial to verify that the property management company you choose holds the required licensing. In the majority of states, property management companies are obligated to possess a real estate broker’s license or management license. A licensed property manager has undergone approved property management courses and passed a state licensing exam, indicating their knowledge and expertise in the field.


Consider Personal Impressions


Beyond experience and management approach, personal rapport is important for a successful working relationship. Take the opportunity to get to know potential managers personally by asking about their interests and any other relevant details that may influence their job performance. Effective communication and collaboration are crucial when working closely with a property manager, so it is essential to have compatible communication styles and be on the same page for important matters.



At Siven Rentals, we uphold an unwavering commitment to delivering exceptional service and fostering enduring partnerships with landlords and tenants throughout Florida. We eagerly look forward to the opportunity to support your journey towards prosperity.


With our extensive expertise and profound industry knowledge, we adeptly cater to the diverse needs of property owners and tenants, offering a comprehensive range of customized property management solutions.


We warmly encourage you to directly contact us at 813-563-0842.

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