How Landlords Can Find and Retain Great Maintenance Staff

Imagine a situation: it’s the middle of winter in Oklahoma, and your tenant calls you at 10 PM because the heater has stopped working, and your maintenance personnel are unreachable. Now, your tenants are unhappy, your property could be damaged, and your reputation as a landlord is on the line. Unfortunately, this situation is all too familiar for many landlords who have not found a maintenance team that they can trust.

Finding and retaining skilled maintenance staff is crucial for protecting your investment, keeping tenants satisfied, and ensuring rental property compliance with Oklahoma landlord laws. With over 15 years of experience in property management across Oklahoma City, I’ve worked with dozens of maintenance teams and seen how the right personnel can transform property performance.

In this guide, I’ll break down practical strategies on how to find and keep good maintenance personnel, ensuring your property stays in top shape and your tenants stay happy, without sacrificing your time.

Why do good maintenance personnel matter?

Before getting into the strategies, let’s find out why good maintenance personnel matter. A trustworthy property maintenance team is a profit center, not just a cost center. When repairs are taken care of in a timely and professional way:

• Tenant satisfaction and lease renewals go up
• Emergency repairs (which are often much costlier) go down
• You protect your property value

In the case of Oklahoma, landlords have a legal responsibility to offer basic utility services (heat, water) and keep tenants safe as per Oklahoma Law. Failing to do so will trigger the tenant’s right to repair and can break a lease.

What are the Steps to Find Great Maintenance Personnel?

Many landlords post vague job ads, skipping background checks or choosing the cheapest personnel, then end up frustrated when repairs take too long or quality falls short. The following steps will guide you through how to identify, vet, and hire the right people who align with your professional standards, communication style, and long-term property management goals. 

Step 1: Define the Role & Set Expectations

One of the biggest mistakes landlords make is assuming “maintenance” is self-explanatory. Without clarity, even skilled personnel may misinterpret priorities or procedures, leaving you frustrated with missed deadlines or unexpected costs. To avoid this, document the role thoroughly before posting a job or interviewing candidates.

Start by outlining the categories of work: specify what areas the maintenance person will cover, electrical, plumbing, HVAC, drywall, painting, landscaping, or general property repairs. Include the priority levels for tasks, like:

• Emergency — these are the issues that threaten safety or habitability, like a burst pipe or broken heater in winter
• Next-day — this is important but doesn’t pose an immediate risk to safety, like a leaky faucet or a door that cannot lock.
• Standard — this is simply routine repairs or inspection work that can be scheduled later

This detailed clarity not only helps candidates understand expectations but also gives you a solid framework to manage performance and, if necessary, terminate underperformers fairly.

Step 2: Where & How to Find Candidates

Finding the right maintenance personnel often requires thinking beyond job boards. In Oklahoma City, here are some effective channels:

• Local real estate investor groups — Go to OKC landlord meetups or REI clubs. And ask a member, “Who’s your go-to maintenance technician?”. Landlords who have been in the business longer are often your best source for reliable referrals.
• Contractor referrals — Tradespeople, such as plumbers or electricians, often have dependable general maintenance helpers. Sometimes they even subcontract for trusted candidates.
• Online job boards — Craigslist still works in OKC, along with Indeed, Facebook groups for local landlords, and Nextdoor community postings.
• Trade school and vocational programs — The recent graduates in plumbing, HVAC, electrical, or general trades might be looking consistently for employment and appreciate regular landlord contracts.

Try a combination of these. Many of your best candidates will not be looking to apply anywhere. Often, the best candidates in skilled trades are found through referrals, connections, and being visible in your local area.

Step 3: Smart Screening & Interviewing

Once you have candidates, thoroughly screening ensures you’re hiring skilled and trustworthy maintenance workers who meet your rental property standards.

• Check references — Past landlords and property managers will be your best resource. Ask, “Did they show up reliably? Did they stay on budget? How was their communication with tenants?”
• Scenario-based questions —Share an actual example, like: “A tenant calls at 10 PM because the heater is out. How would you handle it?”
• Check licenses and insurance — this is very important for specialized work like electrical, HVAC (EPA 608), or plumbing.
• Ask for a portfolio — Photos of previous repairs, restorations, or routine maintenance tasks reveal quality and experience.
• Communication skills — They’ll interact with tenants. Polite, clear, and responsive communication is non-negotiable.
• Test problem-solving — offer them a mini “live” challenge, such as: “If a pipe floods a crawlspace, what steps would you take immediately?”

When possible, conduct a property walkthrough during the interview. Observe how they inspect, ask questions, and prioritize tasks; this is often more telling than any resume.

Step 4: Use Trial or Project-Based Periods

Hiring someone full-time without testing them can be risky. Instead, start with a trial project:

• Assign a manageable set of tasks, like turning over a vacated unit, patching drywall, and painting
• Monitor timeliness, cost, communication, and quality
• Document everything with pictures, work orders, and material receipts

This gives you the chance to see their performance in a real-life setting before handling larger tasks.

Step 5: Always Have a Backup Network

Even your best maintenance technician may be unavailable occasionally. In OKC, this is important because:

• Weather events — storms, hail, and wind can create a sudden surge in repairs needed
• Emergency repairs — HVAC failures in summer or plumbing issues in winter can’t wait
• Single points of failure are risky — a missing key person can halt all operations

Have a backup list of contractors: plumbers, electricians, roofers, and HVAC specialists. Property management companies in Oklahoma City often maintain this network, ensuring that emergencies are handled promptly and your tenants aren’t left waiting.

How to retain top Maintenance Staff in OKC (Employee Retention Strategies)

After finding maintenance personnel, another challenge is keeping them. In Oklahoma City’s competitive rental market, reliable maintenance personnel are in high demand. Retaining your top maintenance staff isn’t just about money; it’s about building loyalty, trust, and mutual respect. 

Here’s how OKC landlords can build long-term relationships with great maintenance personnel:

1. Fair & Transparent Pay

Good technicians are worth every dollar, and they know it. In a high-demand market such as OKC, skilled personnel are frequently booked in advance. Paying for quality means that you value their skill.

• Don’t pay cheaply — while this may save you a few dollars in the short term, you will pay more than double in rework, delays, or turnover.
• Offer consistent work — Maintenance professionals prefer predictable schedules or steady weekly tasks instead of irregular calls. Consider setting minimum hour guarantees if you manage multiple units.
• Reimburse fairly — Cover mileage, fuel, or tool expenses if they travel between properties. This small gesture demonstrates professionalism and care, two things that motivate long-term loyalty.

When maintenance workers know you value their time and expertise, they’ll prioritize your calls, even during busy seasons.

2. Performance Incentives & Recognition

Recognition programs are one of the best maintenance staff retention strategies. Recognition creates emotional commitment as well.

• Provide Incentives — Consider some bonuses based on performance. This can be based on response time, tenant satisfaction, or cost effectiveness.
• Recognize achievements publicly — A “Maintenance Person of the Month” spotlight in your landlord newsletter or even a $50 gift card for outstanding work helps reinforce their importance.
• Celebrate milestones. Recognize birthdays, work anniversaries, or major accomplishments. These gestures humanize your professional relationship.

When your maintenance personnel feel they are valued and appreciated, they’re far more likely to go the extra mile when emergencies strike, like a late-night HVAC issue or a surprise plumbing leak during an Oklahoma storm.

3. Encourage Professional Growth and Training

Great landlords don’t just expect results; they invest in their team’s improvement.

• Support certifications or workshops — Send them to short courses on HVAC updates, electrical code changes, or new building repair practices.
• Cross-train them — Encourage learning across trades, for example, a plumber might learn basic electrical troubleshooting. It broadens their skills and increases their value to your operation.
• Invite collaboration. Ask for their input when setting maintenance budgets or choosing materials. Their field experience often provides cost-saving insights.

When maintenance staff grow professionally under your management, they’ll associate their success with your support, and that’s a powerful reason to stay.

4. Provide Good Tools, Systems & Support

Nothing frustrates a maintenance person faster than being expected to do quality work without the proper tools or organization. Set them up for success.

• Invest in quality tools or provide allowances so they can work efficiently. Broken or outdated equipment only slows them down.
• Use modern maintenance management software (like Property Meld, Buildium, or Innago). This helps them track work orders, upload photos, and log completion times without juggling paper or texts.
• Maintain clear communication channels. Make sure they have one point of contact for approvals or emergencies. Too many middlemen create confusion and frustration.

Giving them the right tools and autonomy shows that you trust their expertise, which, in turn, builds accountability and pride in their work.

5. Foster Respect & Work-Life Balance

Maintenance personnel often deal with physically demanding, unpredictable work. Treating them with respect and empathy goes a long way toward retention.

• Avoid micromanaging. Once they’ve earned your trust, allow them to manage their schedule and priorities within reason.
• Respect their off-hours. Emergencies happen, but don’t abuse their availability. If they respond to after-hours calls, compensate them fairly either through higher rates or time off.
• Rotate tough tasks. If you have multiple personnel, distribute challenging jobs evenly. Favoritism or burnout leads to resentment.

By respecting their time and effort, you create a workplace where your team feels valued, and that’s something money alone can’t buy.

Final Thoughts on finding and keeping maintenance personnel

Finding and keeping skilled maintenance personnel is essential for protecting your investment, ensuring tenant satisfaction, and staying compliant with Oklahoma landlord laws. From defining clear roles and expectations to maintaining a backup network, these steps help you build a maintenance team that can handle everything from routine repairs to emergencies efficiently. 

Having an experienced property management professional ensures repairs are handled effectively, giving you peace of mind and freeing your time to focus on growing your rental business. Protect your investment and keep your tenants happy by contacting OKC Home Realty Services today.

FAQs: Securing Reliable Maintenance Personnel