Facilities & Maintenance Management

Facilities and maintenance management is the practice of handling maintenance requests, work orders, and facility operations across properties so that buildings and assets are kept in working order and issues are resolved quickly. Without one system, maintenance is reactive and hard to trace. SmartSuite captures requests, converts them to work orders, schedules preventive work, and links each job to its property, vendor, and cost, so facilities teams see all open work in one view.

Requests come in through a form from tenants or internal teams and become records that a coordinator converts to work orders with an assignee, priority, and due date. Work orders are tracked from assignment to completion, with photos and notes on the record. A facilities manager sees open work by property and age.

Preventive tasks are set up as scheduled automations that create work orders at the interval each asset needs. The schedule and completed history sit on the asset record. Teams see upcoming preventive work next to reactive requests and plan capacity around both.

Work orders are assigned to contractors recorded in Vendor & Supplier Management, with the scope, cost, and completion evidence captured on the job. Contractors can update their jobs through shared forms or views without a full license. Performance by vendor is reported from completed work orders.

Response and resolution targets are set per request type, and formula fields calculate elapsed time against them. Automations escalate a job that is close to breaching its target. Dashboards show SLA attainment by property, team, and vendor.

Yes. Portfolios with many locations and high request volumes run the same workflows with permissions scoped by site or region. Each site manages its own queue while headquarters sees the consolidated picture. Dashboards roll up volume, backlog, and cost by location.

Dashboards track open requests, work orders by status, overdue jobs, and cost, each drilling down to the records behind the figure. Teams and leadership read the same views. Monthly reports are exported from the same data.

Requests reach the right person automatically, preventive work runs on schedule, and every job carries its history, so less time goes to chasing status and more to completing work. Downtime falls when recurring faults are visible by asset. Over time, cost and SLA data show which properties and vendors need attention.