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Maintenance Request

General Maintenance Issues (Non-Emergency)

If you have a non-emergency maintenance issue that you would like us to address, we'd be happy to take care of it.

Before contacting us, please do the following:

  1. 1.) Assess the Urgency: Determine if the maintenance request is an emergency or a general maintenance request. (If it is an emergency, please click through to Emergency Maintenance.)
  2. 2.) Assess the Responsibility: Make sure your maintenance item is not something we expect you to address. (See the Tenant Maintenance Responsibilities section below.)
  3. 3.) Diagnose the Problem: Check to see if you can determine the cause of the problem that you are experiencing. If you can’t, no problem….but if you can, it is very helpful to our maintenance folks.
  4. 4.) Photograph the Problem: Take pictures of the issue if possible or relevant. You’ll have the opportunity to upload digital pictures of the problem when you submit the maintenance request, and it is VERY helpful to our maintenance folks to have pictures.
  5. 5.) Batch the Problem with Others:If you have more than one issue and none is urgent, please batch them together…it is much more efficient for our maintenance folks if they can address multiple issues when they come out.

To submit your maintenance request, please do the following:

  1. Click the button below to login to your Tenant Portal
  2. Once logged in, click the Maintenance tab on the left side of the screen
  3. Then click the “Request Maintenance” button
  4. Enter a detailed description of your issue, attach photos, and let us know if we can enter with our key.

When we receive the web form, we will promptly review your request in detail, acknowledge receipt of your request, and then forward your request along to our maintenance team.

Our maintenance team will contact you directly to schedule completion of the work.

General maintenance requests will be viewed and processed weekdays, 8:00 AM to 5:00 PM. Requests received during the evenings or on weekends will be processed the next business day.

If you don't hear from our maintenance team within 2 business days, this means there is a hitch somewhere in the process. Please email maintenance directly at Maintenance@GridPropertyManagement.com

Submit Maintenance Request

General Procedures for Maintenance Issues

  1. 1.) Report Maintenance Items Promptly: Please be sure to submit maintenance requests promptly. If you fail to report a maintenance item and there is further damage or expense, you may be responsible for the cost of this damage per your rental agreement.
  2. 2.) Follow Up if There Are Issues: After a repair has taken place, if you encounter any further issues, please contact our office and let us know that you had a recent repair but there is still a problem. Recent means a repair that was addressed within the last 60 days.
  3. 3.) Be At the Appointment: Be sure to be there if you have made an appointment with the maintenance contractor. If you no-show at an appointment, we will charge you for the costs incurred by the maintenance contractor. Be certain to contact the maintenance contractor as soon as possible if you are unable to make an appointment.

Additional Maintenance Considerations

  1. 1.) Unattended Maintenance Visits: You do NOT need to be on property for a scheduled maintenance visit. If you give Grid’s vendors permissions to enter your property when you are not there, Grid can give the vendor a key to enter, do the work, and then lock up when they leave. We do not enter without proper notice unless there is an emergency. An emergency is any matter that would pose a risk to the property or to the health or safety of tenants at the property.
  2. 2.) Work Completion: If our maintenance contractors leave the job incomplete, please contact your Property Manager directly so that we can ensure that the work gets completed.
  3. 3.) Feedback: We value your feedback, and we want to know how we can improve our maintenance process. Please let us know how we are doing! You should see a survey emailed to you after the work is completed. Please do respond and let us know how the work went, and how we can improve.

Tenant Maintenance Responsibilities

At Grid Property Management, we are committed to maintaining our commercial properties to high standards. While we handle certain key maintenance areas, there are responsibilities that fall to our commercial tenants. Here's an overview of maintenance responsibilities:

Grid Property Management is responsible for:

1. Exterior Maintenance:

- Siding repairs and maintenance
- Gutter cleaning and repairs
- Roof leak repairs

2. Major Systems:

- HVAC system maintenance and repairs
- Major plumbing issues affecting multiple suites

Commercial Tenants are responsible for:

1. Interior Maintenance:

- Regular cleaning and upkeep of leased space
- Minor plumbing issues (e.g., clogged sinks, toilets)
- Lighting: Replacement of light bulbs and fixtures within your leased space
- Interior painting and minor repairs

2. Pest Control:

- Regular pest control measures within your leased space

3. Waste Management:

- Proper disposal of all business-related waste and recycling
- Compliance with local regulations for any hazardous waste

4. Safety Systems:

- Maintaining clear access to fire exits
- Reporting any issues with building-wide fire safety systems

5. Energy Efficiency:

- Responsible use of heating and cooling systems
- Turning off lights and equipment when not in use

6. Reporting Issues:

- Promptly reporting any maintenance issues that fall under Grid's responsibility
- Immediately reporting any water leaks or potential structural issues

Please note that specific responsibilities may vary based on your lease agreement. Always refer to your lease for detailed information about your maintenance obligations.

For any maintenance issues that fall under Grid  Property Management's responsibility, please contact our maintenance team at Maintenance@GridPropertyManagement.com

We appreciate your cooperation in maintaining our commercial properties to the highest standards.

Emergency Maintenance:

Emergency Line:A new emergency-only phone number (503-220-5970) has been established for true maintenance emergencies.

**What Constitutes a True Maintenance Emergency: **

Our Emergency Line is only to be used in the event of a True Maintenance Emergency.

A True Maintenance Emergency is a situation that poses an immediate threat to your safety, health, or the property's structural integrity.

Examples include:

**Important Note About the Emergency Line: **

Commercial Tenants: Please ensure that you are addressing all maintenance issues that are your maintenance responsibility under the lease.

The emergency number (503-220-5970) is monitored 24/7. Calls made after businesshours will wake up a Grid team member!

Please ensure your emergency is valid before calling, as this line is reserved for urgent situations that cannot wait until the next business day.

**Note that there’s a limited number of things we can address after hours, even with an emergency vendor. The following examples are NOT maintenance emergencies because vendors won't be available to address them until the following business day:

For all non-emergency maintenance requests, please use our online portal at GridPropertyManagement.com/Maintenance or by using the mobile App (Online PortalByAppfolio) on a mobile device. Well jump on it the next business day!

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