If you’re in property management looking for contractors, you know how hard it is to find the right vendors, and how much harder it is to keep them. The work isn’t just about fixing sinks or patching drywall. It’s about showing up on time, being communicative, and representing your brand to residents. Unfortunately, finding contractors who check all those boxes is easier said than done.

Whether you manage single-family homes, apartment buildings, or mixed-use portfolios, your vendors play a direct role in resident satisfaction, retention, and NOI. And if your current roster of contractors isn’t cutting it, it may be time to rethink how you hire, manage, and retain vendor partners.

1. Why It’s So Hard to Find Good Contractors

If you’ve been in property management for more than a minute, you’ve probably dealt with at least one of the following:

• Contractors ghosting mid-job
• Poor quality workmanship
• Delayed responses or no-shows
• Inconsistent pricing or surprise add-ons
• Lack of insurance or proper documentation

The reality is, most contractors are running their own businesses and juggling multiple clients, which means you’re competing for their time. If your systems, communication, or payment processes make it harder for them to work with you, they’ll move on.

2. Where Property Managers Can Look for Better Contractors

If you’re managing properties and looking for contractors, there are more ways than ever to source vendors. The key is not just finding someone, but finding someone who fits your workflows. Here are a few proven methods:

✅ Use Property Management Vendor Networks

Platforms like AppFolio, Buildium, and Yardi often offer integrated vendor directories or third-party marketplace partnerships. These vendors are often pre-screened and familiar with property management expectations.

✅ Tap Into Local Contractor Groups

Facebook groups, Nextdoor, and local Chamber of Commerce networks can surface reliable small businesses that don’t show up on Yelp or Google.

✅ Ask Other Property Managers

Some of the best referrals come from other PMs in your area. Join local property management associations or investor meetups where trusted vendor recommendations are shared.

✅ Try Platforms Like Thumbtack or Angi Pro

These can work well for one-off jobs or specialized trades, just be sure to vet carefully and check reviews specific to rental property work.

3. What to Look for in a Contractor (Beyond Just Price)

Cost matters, but it’s not everything. When you’re managing multiple units, you need vendors who are professional, reliable, and scalable. Look for:

• Responsiveness: How quickly do they get back to you?
• Licensing & Insurance: Never skip this. Protect yourself.
• Experience with Rentals: Do they understand tenant expectations and unit turnover timelines?
• Communication Style: Can they update you clearly and consistently?
• Technology Use: Are they willing to use your portal or app for updates/invoices?

Bonus: Look for contractors who are open to ongoing relationships vs. one-time jobs. That’s how you build a go-to roster of trusted pros.

4. How to Keep Good Contractors Once You Find Them

Finding great vendors is one thing. Keeping them? That’s where most property managers struggle. Here’s how to become a client vendors want to keep working with:

💸 Pay Promptly

You’d be amazed how much loyalty you can build by paying on time, every time.

📅 Be Organized

Clear scopes of work, timelines, and contact info make contractors’ lives easier, and keep jobs on track.

🤝 Communicate Clearly

Don’t leave contractors guessing. Be specific about expectations, unit access, materials, and point of contact.

📲 Use Vendor Portals or Apps

If you use a platform like AppFolio, invite your vendors to collaborate inside the system. It streamlines communication, speeds up approvals, and keeps everything in one place.

🌟 Show Appreciation

Leave them good reviews. Refer them. Treat them like long-term partners, not replaceable labor.

5. Scaling Contractor Relationships with Smart Systems

If you’re juggling dozens of work orders across multiple properties, managing contractors with spreadsheets and texts doesn’t scale. That’s where having a property management platform like AppFolio or Buildium, along with a consulting partner like Balanced Asset Solutions, can make a big impact.

With the right setup, you can:

• Automatically assign work orders to specific vendors
• Set up notifications for completed tasks
• Track performance and average response time
• Centralize invoicing and payments
• Maintain an always-ready contractor database with key info

We help property managers optimize their tech, systems, and vendor workflows so they spend less time chasing contractors, and more time growing their portfolio.

Final Thoughts: The Right Contractors Are Out There, If You’re Set Up to Work With Them

If you’re in property management looking for contractors, know this: you’re not just hiring someone to fix a problem. You’re hiring a business partner who reflects your brand, impacts your bottom line, and affects resident satisfaction.

The right vendor relationships don’t just happen, they’re built through smart sourcing, better systems, and mutual respect. Whether you need help finding contractors or building out the systems that keep them coming back, Balanced Asset Solutions is here to help.

👉 Let’s chat about your vendor management strategy, and how to make it work at scale.