Thursday May 22, 2025
What is Pennsylvania property management?
Pennsylvania property management is the professional oversight of residential, commercial, and mixed-use properties across the state, covering daily operations and long-term planning. It typically includes managing maintenance needs, communicating with residents, facilitating board decisions, and helping properties and associations stay financially healthy and legally compliant.
This article is not intended to and does not constitute legal advice or create an attorney-client relationship. Board members should consult their association’s attorney to discuss the legal implications of their decisions or actions prior to proceeding.What does a property management company do in PA?
Whether you are in a high-rise in Pittsburgh, a condominium in Philadelphia, a master-planned community in King of Prussia, or an HOA in the Poconos, the right property management company in Pennsylvania can offer tailored services to support communities, boards, and individual property owners.Key responsibilities may include:
- Financial management: Budget creation, assessment collection, financial reporting, and coordination with auditors.
- Maintenance: Oversight of contractors, routine inspections, emergency response, and preventive care.
- Resident communication: Keeping everyone informed through newsletters, announcements, surveys, and support lines.
- Board support: Preparing board meeting materials, implementing policy decisions, and providing strategic insights.
- Compliance: Helping boards interpret governing documents, manage architectural requests, and address violations consistently.
- Technology: Our proprietary property management software, FirstService Residential Connect™, can provide instant access to your community documents and records while improving project and vendor management, streamlining operations, and more.
How to select a Pennsylvania property management company
Not all property managers in Pennsylvania are top quality, and selecting the right one is key to success. The first step is to determine what types of property managers are available in the area, and which properties they actively specialize in. This is where research and due diligence come in — determining if licenses are needed, whether they have insurance, their track record, and any other factors that need to be reviewed before any contracts are signed.Property managers typically ask for around 10% of the property’s monthly income as their fee, but the average cost is highly dependent on the location and type of property. Finally, a property management agreement will need to be signed by both the investor and property manager, covering all the details of the services that will be performed, the payments, and other essentials.
What to look for in a property management company
Organization
A good property manager is well-organized. Organization is one of the most important property management basics. Property managers must keep track of each property they manage, as well as each resident, property showing, security deposit, and maintenance issue. Because property managers must stay on top of so many shifting details, organizational skills are an undeniable value.Budgeting
Finances play a significant role in property management. Negotiating lease agreements, collecting rent and utility payments, and keeping track of daily spending are all responsibilities of a property manager. Finally, a property manager supports profitable operations.Communication
Every property manager’s job requires effective communication. It’s one of the fundamental property management skills. It will be easier for a property manager to react to resident emails and inform suppliers exactly what needs to be done at a property if they have strong written and vocal communication skills. A property manager must also be able to explain the leasing procedure to residents and keep the property owner informed of any concerns that emerge.Marketing knowledge
Filling your community is an important part of property management. Every property manager’s toolset should include basic marketing methods such as creating a mind-blowing property description and producing a standout video tour. To engage with new and existing residents, it also helps to have some knowledge of email marketing and social media platforms.Vendor analysis
A property manager oversees vendor relations, which includes everything from setting clear expectations to verifying that all work is performed. They are also in charge of vendor payment coordination.Insurance
Insurance may not be the first thing that comes to mind when you think about property management, but the right partner can make a meaningful difference. Through our affiliate, FirstService Financial, we can provide access to specialized insurance programs developed for the communities we serve. These programs are competitively priced and supported by a dedicated brokerage team that understands the unique risks facing residential properties. By leveraging the scale of our managed portfolio, these programs can help minimize premium fluctuations and offer broader coverage options than communities might secure on their own.Pros and cons of hiring a property management company
Pros
- Reduced workload: A professional property management partner can take day-to-day tasks off the board’s or owner’s plate so they no longer have to carry the weight alone. The result? More time to focus on higher priorities and less stressful community leadership.
- Expert financial guidance: Budgeting, financial reporting, collections, and long-term planning all require precision and experience. A qualified Pennsylvania property management company can provide that expertise.
- Cost containment: Access to preferred vendors, competitive bidding, and cost-saving programs can also improve your bottom line.
- Clear communication: Good communication creates trust. With structured processes for notices, updates, and resident feedback, management companies can help keep everyone informed and reduce misunderstandings. For example, FirstService Residential’s 24/7 Customer Care team can help provide instant answers and information to homeowners and residents.
Cons
- Worries about added costs: While management services do come with a fee, many boards find that the support they receive translates to long-term savings and better use of funds. Without experienced professionals helping to avoid costly mistakes, negotiate vendor contracts, and streamline operations, self-managed properties and communities often end up paying more in the long run.
- Delegating day-to-day decisions can feel unfamiliar: Some worry that hiring a management company means giving up control. In reality, it’s a partnership: the board or owner makes the decisions, while the management team helps carry them out effectively, offers expert recommendations, and keeps things moving.
- Not all companies bring the same level of care: Choosing the right partner matters. A trusted Pennsylvania property management company like FirstService Residential can listen to your goals, provide responsive support, and offer tailored solutions that fit your specific needs.