Whether you’re tired of chasing down rent or just don’t want to deal with another 3 a.m. “no hot water” call, you’re probably considering hiring a property manager. Or maybe you’re exploring other property management alternatives like doing it yourself or using a tech platform.
Whichever road you’re thinking of taking, one thing’s for sure: if you do hire a manager, you better make sure they’re the right fit. Here’s what to really look for—beyond the buzzwords and business cards.
They Actually Like People
Weird thing to start with? Maybe. But hear me out.
Property managers deal with people constantly—tenants, vendors, owners, city inspectors, the works. If someone’s short-tempered, dismissive, or just plain grumpy, it's going to show in how they treat your tenants.
And unhappy tenants? They move out, leave bad reviews, and ghost on rent.
You want a manager who knows how to balance firmness with friendliness. Someone who communicates clearly, answers questions without sounding annoyed, and handles issues without going nuclear.
Local Knowledge > Fancy Office
Someone can have the best-looking website in the world and still have no idea what rent goes for in your neighborhood.
Your property manager needs to know your market—really know it. What kind of tenants live there? What rental price makes sense? What are the local codes for inspections, pest control, or trash pickup?
Without that on-the-ground understanding, you're just another line item on someone’s spreadsheet.
Transparency in Everything
Nothing makes a property owner sweat like mystery fees and vague updates. You ask about a maintenance bill and get a reply like, “It’s standard.” Okay... but what does that even mean?
A good manager breaks things down. They’ll explain charges. They’ll walk you through repairs. And they’ll never, ever hit you with “surprise” expenses that you didn’t approve.
And if you’re comparing traditional firms with property management alternatives, this becomes even more important. Some platforms or hybrid services may offer great tech—but if you can’t get someone on the phone to explain what’s going on with your roof repair, what’s the point?
Solid Tenant Screening (No Gut Feeling Nonsense)
Good tenants = stable income. Bad tenants = stress, lost rent, and damage you can’t unsee.
So, how does your manager choose tenants? If the answer is “We go with our gut,” run.
There should be a structured process: background checks, income verification, references from past landlords. Bonus points if they include credit history, eviction records, and even a short interview to get a feel for how the tenant communicates.
Also, ask them this: What do you do if a tenant stops paying rent?
Watch how they answer. It’ll tell you a lot about how they handle pressure.
Maintenance Magic (Well, Almost)
Maintenance is a deal-breaker for a lot of property owners. One bad plumbing job and you’re suddenly spending your weekend scrubbing Yelp for emergency repair services.
Your manager should have a reliable network of contractors—people who show up, don’t overcharge, and do solid work the first time. No band-aid fixes. No mysterious $400 “inspection fees” that turn out to be a guy poking around for 10 minutes.
You should also be able to approve major work before it happens. It’s your property, after all.
Clear, Fair Fees
Fees vary. Some managers charge a flat monthly rate. Others take a percentage of rent collected. Some tack on extra charges for lease renewals, inspections, or eviction filing.
That’s fine—if they’re upfront about it.
You don’t want to learn about the “$100 vendor coordination fee” after the job is already done. Everything should be laid out clearly before you sign anything. If someone dodges your questions or uses weird jargon to explain pricing? Red flag.
Also, take time to compare pricing models across traditional firms, freelancers, and newer property management alternatives. Some options offer more flexibility—especially if you only want help with certain tasks.
Tech That Actually Works
In 2025, a manager who still uses paper ledgers and expects tenants to mail checks is just... exhausting.
Look for someone who uses modern tools:
- Online rent collection
- Maintenance request portals
- Digital leases
- Monthly reports delivered to your inbox
Even better? Some property management alternatives (like streamlined platforms or partial-service providers) offer all this tech while giving you more control. Especially if you’re the type who likes to stay hands-on, this could be a better fit than going fully traditional.
Legal Smarts (Because You Probably Don’t Want to Get Sued)
There are so many landlord-tenant laws. Fair housing rules, eviction procedures, deposit regulations—it’s a legal minefield.
Your property manager should know these inside and out. They should:
- Have compliant lease templates
- Know your state’s laws
- Handle evictions properly (if needed)
- Stay updated as laws change
Even better if they’ve handled situations like code violations, noise complaints, or city inspections before.
If they shrug and say, “We just use a standard lease,” dig deeper.
The Vibe Check
Call it a gut feeling or just intuition—but how you feel after meeting or speaking with them matters. Did they seem rushed? Did they listen when you explained your goals? Did they throw a lot of buzzwords at you without really answering questions?
You’re trusting someone with your property—possibly one of the most valuable things you own. If they don't give you peace of mind, don’t ignore that little internal alarm bell.
Sometimes, the right choice isn't a person at all. More and more landlords are turning to hybrid platforms or on-demand property management alternatives that offer a la carte services, letting you stay involved without being overwhelmed. It's not for everyone—but it’s worth considering.
Final Thoughts
Here’s the thing—there’s no perfect property manager. They’re not unicorns. But there are great ones, and they tend to have a few things in common: transparency, experience, communication skills, and a genuine respect for both you and your tenants.
Maybe you’ll go the traditional route. Maybe you’ll choose one of the many property management alternatives out there today—platforms, virtual managers, even freelance professionals. But whatever you decide, don’t settle for someone who just “collects rent.”
Your property deserves more than that. And so do you.