When your landlord uses a property manager, you’ll usually contact the manager for repairs and rent routines, and you should expect clearer processes, fair screening, and written fee terms.
Quick answer: who do you contact now?
In most managed rentals, the property manager becomes your main point of contact for practical issues: submitting repair requests, questions about your lease and rent process, and coordinating inspections.
Your landlord may still receive owner statements and big updates, but the manager usually handles the operating work—tenant communications, maintenance coordination, leasing paperwork, and rent collection.
If you’re a renter, check your lease or the property’s posted contact info to see whether repairs should go through the manager’s phone/email/portal or directly to the landlord.
What changes for renters when a manager is involved?
Communication is often more structured. Many managers use an online portal or written ticket system for maintenance, and they track timelines for responses and repairs.
Inspections and move-in/move-out documentation are usually more formal. You may be asked to complete checklists, allow scheduled inspections, and sign off on required notices.
Screening and leasing paperwork should be consistent and documented. A licensed, insured manager should follow fair housing rules and apply the same criteria to every applicant—no shortcuts, no informal exceptions.
Repairs and maintenance: typical roles and timelines
When there’s a problem (like a leak, broken heater, or pest issue), you typically report it to the property manager. The manager then coordinates with maintenance staff or contractors and communicates updates back to you.
Be prepared for follow-up questions (photos, dates/times, how severe it is). Good managers respond with clear next steps: what’s being done, when someone can come, and what you should do in the meantime.
Red flags to watch for: no written process for repair requests, vague promises (“we’ll get to it soon”), or repeated delays without updates.
Fees: what you might see, and common ranges
As a renter, your costs depend on your lease and local rules. Common items include application/admin fees, security deposits, monthly rent, and sometimes parking fees or pet-related charges.
If a property manager is doing leasing or renewals, some of their costs can show up indirectly in the rent structure or fees in the lease, but the exact numbers vary by market and the property. General fee ranges you may hear landlords discuss include: property management typically around 8%–12% of monthly rent for ongoing services; leasing fees often around 50%–100% of one month’s rent; and renewal fees sometimes around 0%–1 month or a smaller flat amount—depending on what’s included.
Important: those ranges are not quotes. Real pricing depends on property size, services (like 24/7 emergency handling), local competition, leasing speed expectations, and whether the manager provides maintenance markup or uses a pass-through model. Ask for the written fee terms so you understand what affects your lease.
Screening and move-in: what should be fair and organized
A responsible manager will explain the application process and requirements, and they should treat every applicant the same way. Screening decisions should be based on consistent, lawful criteria and documented records.
Move-in should include clear steps: lease signing, deposit and first-month rent timing, walkthrough expectations (often at move-in), keys/access setup, and how to report maintenance.
Red flags during screening or move-in: pressure to sign immediately without reviewing the lease, unclear fees that appear after you apply, no written communication about policies, or requests for sensitive information that don’t match the application purpose.
If you’re an owner: hiring a manager that protects your cash flow
If you’re the landlord, management can reduce vacancies and mistakes—but only if the agreement is clear. Ask for a written management agreement and review it line by line before signing.
Verify the manager is licensed where required, insured, and able to provide references. Also confirm how funds are handled and whether the manager uses appropriate accounting practices for security deposits and owner funds.
Red flags for owners: vague or hidden fees, undisclosed maintenance markups, no written agreement, no trust/segregated accounting practices where applicable, or aggressive pressure to sign on the spot. For context on matching services, use get matched and explore related guides.