Maintenance Management Services

Maintenance management services support effective property maintenance

Our property maintenance experts are there to ensure smooth maintenance operations in the long term, starting from the construction phase through to the future.

We take care of maintenance manual coordination (huoltokirjakoordinointi in Finnish), manage maintenance services procurement, monitor quality and contract compliance and report comprehensively on property condition.

The service ensures that property maintenance can be managed effectively: issues requiring attention are easy to identify, the right decisions can be made and costs stay under control.

Maintenance manual coordination
(Huoltokirjakoordinointi)

The Finnish Construction Act requires maintenance manual coordination (huoltokirjakoordinointi) for all new builds and renovation projects in Finland – a process of compiling, organising and quality-assuring all technical documentation needed for a property’s ongoing maintenance.

The coordination process typically begins at the first site meeting, where designers and contractors are guided on compiling the information needed for a digital maintenance manual (huoltokirja).

We typically begin the coordination process at the first site meeting, guiding designers and contractors on compiling the information needed for a digital property maintenance manual.

The maintenance manual (huoltokirja) is based of the needs of the maintenance. The result is a digital maintenance manual that supports building use, maintenance and property management – including capital planning and maintenance backlog management.

A full-service approach means no additional time or resources are required from the project team. We handle data collection, quality checking and input into the chosen property management system, such as Granlund Manager, ensuring all materials from designers and contractors are delivered on time and in the right format.

Maintenance plan

Our experts produce a maintenance plan that brings together all the components, systems, equipment and maintenance tasks for a property in one place. It forms the backbone of property maintenance, ensuring that all tasks are purposeful, timely and documented.

The plan is based on carefully gathered source data, including design documents, drawings and regulatory requirements. Where source data is not fully available, we can carry out a site survey to identify all components and equipment to be included in the maintenance plan. This forms the basis for an asset register, supplemented with full technical details for each item.

From this data, we produce both a Maintenance plan and a Service description – a seamless package that guides maintenance operations and supports contract compliance.

Service specification defines what the maintenance provider is required to do and at what service level.

Maintenance plan translates the requirements into scheduled, recurring maintenance tasks.

The result is:

• A clear and comprehensive picture of the property’s maintenance needs
• An up-to-date, documented asset register for future maintenance and planning
• Consistent maintenance operations data that can be managed and monitored effectively
• Better contract management and quality assurance for maintenance services
• Confidence that regulatory requirements are met

Maintenance management software implementation and onboarding

Maintenance services providers and their personnel need to understand the property maintenance manual and plan from day one, whether for a new or existing property.

Training and onboarding sessions establish shared working practices for property maintenance, ensuring that the contract is understood in the same way by both the client and the service provider.

Warranty period monitoring

We ensure all contractor maintenance tasks are completed during the defects warranty period, monitoring timely execution of tasks and rectification of any deficiencies.

The service includes ongoing reporting on completed maintenance tasks, identified deficiencies and the progress of remedial work.

Audits

Our auditing service confirms that maintenance services are delivered in accordance with the agreed contract. During property maintenance audits, we carry out a site inspection to check that maintenance is being carried out as specified in the contract with the service provider. This process identifies any weak links.

Every audit is followed by a clear report highlighting any areas requiring attention or where service quality falls short.

Regular audits track service level improvements and identify deficiencies before they affect building performance. They also provide a basis for assessing compliance with any incentive or penalty scheme.

Audit scope typically includes:

• Tenant responsibilities: fulfilment of assigned maintenance tasks
• Property maintenance quality
• Cleaning quality
• Grounds and landscaping quality
• Technical maintenance quality

Property maintenance services procurement

Managing the procurement of property maintenance services from preparation and tendering through to contract handover and compliance monitoring. Effective procurement delivers a cost-efficient, high-quality service that meets your specific needs – with equal weight given to quality and service level, not just cost.

Our experts support you through the full procurement process or at any individual stage, drawing on deep expertise in property maintenance.