Behind the Scenes
Unveiling the Super's Crucial Role in Co-op and Condo Living
The responsibilities of a Resident Manager or Superintendent in a co-op or condo where there's a board representing the owners and run by a third-party property manager, can vary depending on the specific building and its management structure. Most board members’ knowledge of how their building operates is limited, which makes their working relationship with the super and property manager crucial. It is therefore important to understand their responsibilities:
Building Maintenance and Repairs: The Resident Manager or Superintendent is typically responsible for ensuring the proper maintenance and repair of the building. This includes performing routine inspections, addressing maintenance issues promptly, coordinating repairs with external vendors or contractors, and keeping records of maintenance activities.
Resident Requests and Complaints: The Resident Manager or Superintendent serves as a point of contact for residents regarding maintenance requests, repairs, and general inquiries. They should promptly address resident complaints and work to resolve issues in a timely manner, escalating matters to the property manager or board if necessary. In many cases, your super is a superhero.
Property Inspections: The Resident Manager or Superintendent may conduct regular inspections of common areas, such as hallways, staircases, elevators, and recreation facilities. They identify any maintenance or safety concerns and report them to the property manager or board for appropriate action.
Building Security: Maintaining the security of the building is a crucial responsibility. The Resident Manager or Superintendent may oversee security measures, such as monitoring access control systems, ensuring functioning surveillance cameras, coordinating with security personnel or services, and reporting any security incidents or breaches.
Emergency Preparedness: The Resident Manager or Superintendent plays a vital role in emergency preparedness. They may develop and implement emergency procedures, conduct fire drills, ensure proper functioning of fire safety equipment, and coordinate with local authorities or emergency services when needed.
Vendor and Contractor Management: The Resident Manager or Superintendent may be involved in managing relationships with external vendors and contractors. This includes obtaining bids or estimates for repair or maintenance work, overseeing contractor performance, and ensuring compliance with building rules and regulations.
Board and Property Manager Communication: The Resident Manager or Superintendent often acts as a liaison between the board, property manager, and residents. They provide regular updates on building maintenance, repairs, and resident concerns to the property manager and board. A great board has the super attending board meetings to provide reports or address specific issues. You would be surprised at how often we hear co-op and condo boards that do not have the super in attendance. This can create a great deal of miscommunication.
Administrative Tasks: The Resident Manager or Superintendent may handle administrative tasks related to building operations. This can include maintaining records of maintenance activities, managing work orders and schedules, tracking inventory and supplies, and assisting with budgeting or expense tracking.
It's important to note that the specific responsibilities of a superintendent can vary depending on the size of the building, the management structure, and any additional duties outlined in their employment agreement. The Resident Manager or Superintendent should always follow the policies and procedures established by the property manager and the board of the co-op or condo association.
At The Folson Group, our goal is to help every coop and condo owner increase their property values while living in a building that is safer, more sustainable, and more affordable. Our FREE board policies and procedures checklist helps boards with their Environmental, Social, and Governance (ESG)-related policies, fairness and treating everyone equally. Schedule a strategy session with us.