Multifamily maintenance terms, defined

A party added to a vendor's liability policy so the policy also responds to claims against them. Property managers ask to be listed as additional insured on the vendor's COI so an incident on site does not fall to the community's own policy.

Arc-fault circuit interrupter, a breaker that trips on the arcing patterns that precede electrical fires. Current codes require AFCI protection on most dwelling-unit circuits, which drives panel upgrades in older apartment buildings.

The indoor part of a split HVAC system that holds the blower, evaporator coil and filter and moves conditioned air through the ducts. Filter changes and coil checks on the air handler are the core of a preventive maintenance visit.

The open-air corridor and stair system that connects units in a garden-style apartment building. Breezeway railings, stairs, lighting and concrete are recurring exterior maintenance items.

Operating expense (OpEx) covers routine repairs and turns paid from the property's operating budget. Capital expenditure (CapEx) covers major replacements such as a full re-roof or a building-wide HVAC replacement, budgeted and approved by ownership. Vendors support CapEx with scoped proposals ownership can approve.

A one-page document from the vendor's insurer summarizing active coverage: general liability limits, workers compensation and policy dates. Management companies require a current COI naming them and the property as additional insured before a vendor is allowed on site.

A vendor credentialing platform used by property management companies to verify a contractor's insurance, licensing and tax documents before approving them for work orders. Registration has to be current, not just on file.

The outdoor unit of a split air-conditioning system, holding the compressor and condenser coil that reject heat. Condensers sit beside apartment buildings in banks and are the most common point of summer failure.

The commitment that an after-hours call reaches a technician who triages the problem, confirms who is coming and gives an ETA on the same call, rather than a voicemail or an answering service that relays a message later.

A low-rise apartment community, typically two or three stories, with exterior breezeways, surface parking and landscaped grounds. Most of metro Atlanta's suburban multifamily stock is garden-style.

Ground-fault circuit interrupter, an outlet or breaker that cuts power when it detects current leaking to ground. Required near water in kitchens, bathrooms and exteriors; verifying GFCI protection is part of every unit turn.

The work that takes an apartment from move-out to rent-ready: cleaning, paint, drywall, fixture repairs, resurfacing, safety checks and a final walk. Also called a unit turn or turnover. The clock on a make-ready is vacancy loss, so property teams measure it in business days.

A ductless HVAC system with an outdoor condenser and one or more indoor wall units connected by refrigerant lines. Used in apartment buildings without ductwork or for individual-unit control.

A vendor compliance and credentialing platform common in multifamily property management. Like Compliance Depot, it tracks a vendor's COI, W-9 and licensing status and flags lapses to the management company.

A heating and cooling system with all components in one outdoor cabinet, usually on a pad or roof, connected to the unit's ducts. Common in garden-style apartment communities because it is simple to replace as a whole.

A scheduled service agreement, usually seasonal, in which a vendor inspects and services equipment before it fails: HVAC filter and coil service before summer, roof and gutter checks before storm season. It trades a predictable cost for fewer emergency calls.

The final checklist of small items to complete or correct before a unit or project is accepted. In multifamily maintenance the punch list walk is the last step of a make-ready, ideally documented with photos so the property manager can approve without a site visit.

Polyvinyl chloride single-ply membrane for flat and low-slope roofs, heat-welded at the seams like TPO and chosen where chemical or grease exposure is a concern. Repairs address seams, flashings and punctures.

RealPage's vendor compliance program, used by management companies running RealPage software. A vendor registered and current in RealPage can be assigned work orders without a separate onboarding cycle at each property.

A vendor placing a qualified maintenance technician on a property for a defined period to cover a vacancy, leave or a hiring search. The property keeps its work-order flow moving without adding a permanent hire.

Thermoplastic polyolefin, a white single-ply membrane used on flat and low-slope roofs. Seams are heat-welded. Common on clubhouses, breezeway covers and mid-rise multifamily buildings in Atlanta.

Refinishing an existing bathtub, tile surround or countertop with a new coating instead of replacing it. Part of a standard make-ready when the surface is worn but the fixture is sound; far cheaper and faster than replacement.

The period and the work between one resident moving out and the next moving in. A turnover with four trades (paint, plumbing, electrical, HVAC) is where vendor coordination usually breaks down; a single-vendor scope closes it in one schedule and one invoice.

Rent a unit does not earn while it sits empty. Every day of a turnover is vacancy loss, which is why property teams measure make-readies in business days and why a 5-day standard matters more than the line-item price of any single trade.

The IRS form a vendor gives a client with its legal name and taxpayer ID so the client can issue a 1099. Management companies collect it during vendor onboarding, alongside the COI and credentialing platform registration.

The record a property management system creates for a maintenance task: what, where, who and when. Vendors close a work order with notes, before and after photos and the invoice reference, in the format the management system expects.